Administrative Assistant

About the role

The Administrative Assistant provides comprehensive administrative and operational support to ensure the efficient and organized functioning of the office. The position is responsible for coordinating schedules and meetings, managing correspondence and records, planning and supporting office operations and events, assisting with basic financial administration, and coordinating routine projects and follow-up activities.

KEY RESPONSIBILITIES

A. Calendar and Schedule Management

• Manage calendars, appointments, meetings, and schedules.
• Coordinate meeting dates, participants, venues, rooms, and required resources.
• Arrange business travel, transportation, accommodation, and itineraries when required.
• Monitor schedules and proactively identify potential conflicts or changes.

B. Communication and Correspondence

• Receive, screen, and appropriately route telephone calls, messages, and inquiries.

• Manage incoming and outgoing email and routine correspondence.

• Draft, format, proofread, and distribute letters, reports, presentations, and other business documents.

• Maintain professional and timely communication with internal and external stakeholders

. • Coordinate and cascade information, instructions, or policies with internal and external stakeholders.

C. Document and Records Management

• Prepare, organize, format, file, and retrieve documents and records.

• Maintain electronic and physical filing systems.

• Update databases, spreadsheets, registers, and administrative records.

• Apply appropriate internal-control and document monitoring procedures.

• Handle confidential and sensitive information in accordance with organizational policies.

D. Office Operations

• Monitor office supplies, equipment, and administrative requirements.

• Prepare and process requests for office supplies and services.

• Coordinate with stakeholders, vendors, suppliers, and service providers.

• Assist with maintenance of office facilities, equipment, and workplace resources.

• Report operational issues and coordinate appropriate follow-up. 1

E. Meeting and Event Support

• Assist in the preparation of meeting agendas, presentations, briefing materials, and other documentation

• Record and distribute meeting minutes and action items.

• Coordinate meeting rooms, audiovisual equipment, catering, and logistical requirements.

• Follow up on assigned actions and deadlines arising from meetings.

• Ensure all events/projects are with complete documentations and properly filed.

F. Basic Financial and Administrative Support

• Process and maintain expense reports and supporting documentation.

• Assist with preparation and processing of invoices, purchase requests, and payment-related documentation.

• Maintain petty cash records where applicable.

• Assist with budget tracking and expenditure monitoring.

• Ensure financial and administrative records are complete and properly maintained.

G. Project and Task Coordination

• Track administrative and project-related deadlines, deliverables, and action items.

• Follow up with stakeholders to obtain required information or completed actions.

• Prepare routine status updates, reports, spreadsheets, and presentations.

• Maintain task trackers and administrative schedules.

• Escalate delays, issues, or risks requiring management attention.

H. Others

● Performs other tasks/functions as may be assigned by the management and/or the Board of Directors.Process and maintain expense reports and supporting documentation.

About you

• Bachelor's degree or college diploma in Business Administration, Office Administration, Management, Communications, Accounting, or a related field.
• 2–5 years of relevant experience in administrative support, office administration, secretarial services, executive assistance, office coordination, or a related position.
• Demonstrated experience managing schedules, meetings, correspondence, documents, records, and routine office operations.
• Experience coordinating with internal departments, clients, vendors, suppliers, and other stakeholders.
• Experience handling confidential or sensitive information with discretion.
• Strong proficiency in Microsoft Office or equivalent productivity applications (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Excellent organizational and prioritization skills with ability to manage multiple assignments and competing deadlines.
• Strong attention to detail and accuracy.
• Ability to work effectively in a fast-paced environment and remain organized while handling multiple requests.