Administrative Assistant

Key responsibilities

• Support the Administrative Executive in various day-to-day administrative tasks, ensuring the smooth operation of the firm.
• Answer incoming phone calls, greet, and assist visitors, and address their needs and requests in a timely and courteous manner.
• Take accurate messages from callers and visitors, ensuring that relevant information and requests are properly conveyed to the appropriate staff members.
• Act as a receptionist, warmly welcoming and interacting with clients, making them feel comfortable, and addressing their inquiries or directing them to the appropriate personnel.
• Prepare, draft, and file various correspondences, reports, and documents, ensuring proper organisation and accessibility for future reference.
• Aid in organising and coordinating meetings, workshops, and conferences, including scheduling, room preparation, and logistical arrangements.
• Arrange and confirm appointments for staff members, ensuring that schedules are efficiently managed, and conflicts are minimised.
• Manage incoming mail correspondences and deliveries, ensuring proper distribution and timely processing of important documents.
• Set up and maintain filing systems, both electronic and physical, to ensure documents are properly categorised, stored, and easily retrievable.
• Facilitate the smooth flow of information within the organisation and with external parties, ensuring that communication is efficient, accurate, and timely.
• Keep track of office equipment and stationery inventory, monitor supplies, and initiate purchases as needed to ensure the availability of necessary resources.
• Deliver documents to clients, authorities, and external entities as required, ensuring proper handling and confidentiality.
• Perform other related duties assigned by the management, demonstrating flexibility and willingness to contribute to the overall functioning of the organisation.

Skills and Competencies

• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to prioritise tasks and work effectively under pressure.
• High level of accuracy and attention to detail.
• Professional, courteous, and customer-focused attitude.
• Strong interpersonal skills and ability to interact with clients and colleagues at all levels.
• Ability to maintain confidentiality and handle sensitive information.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint).
• Good document management and filing skills.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and initiative.
• Flexibility and willingness to perform a variety of administrative duties as required.

Hard skills

• Microsoft Office (Word, Excel, Outlook, PowerPoint).

Soft skills

• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Ability to prioritise tasks and work effectively under pressure.
• High level of accuracy and attention to detail.
• Professional, courteous, and customer-focused attitude.
• Strong interpersonal skills and ability to interact with clients and colleagues at all levels.
• Ability to maintain confidentiality and handle sensitive information.
• Good document management and filing skills.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and initiative.
• Flexibility and willingness to perform a variety of administrative duties as required.

Goals & Performance Metrics

• Ensure efficient day-to-day administrative operations.
• Maintain accurate filing, correspondence, and record-keeping systems.
• Support management with scheduling, document preparation, and meeting coordination.
• Respond to internal and external inquiries in a professional and timely manner.

Candidate Selection Criteria

• Diploma or equivalent qualification in Administration, Business Management, or a related field.
• Previous experience in an administrative or office support role is an advantage.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks, work independently, and maintain confidentiality.
• Professional attitude and customer-service orientation.

Work condition

• Full-time position.
• Standard office working hours.
• Based at the company's offices.
• Primarily office-based work with regular interaction with staff, clients, and suppliers.
• Use of standard office equipment and software applications.