Administrative Support: Provide administrative support to executives, managers, or other staff members, including managing calendars, scheduling appointments, arranging meetings, and coordinating travel arrangements.
Communication Management: Handles incoming and outgoing communications, including phone calls, emails, and written correspondence. Screen calls, respond to inquiries, and relay messages to appropriate parties.
Document Preparation: Prepare and format documents, reports, presentations, and other materials as needed. Proofread documents for accuracy, grammar, and formatting before distribution.
Record Keeping: Maintain and organize office records, files, and documents. Ensure that records are properly labeled, stored, and archived for easy retrieval and compliance with record-keeping requirements.
Data Entry: Enter and update information in databases, spreadsheets, and other digital systems. Ensure data accuracy and integrity by verifying information and performing quality checks.
Meeting Support: Assist with meeting logistics, such as preparing agendas, taking meeting minutes, distributing materials, and setting up audiovisual equipment. Follow up on action items and reminders as needed.
Office Management: Manage office supplies, equipment, and inventory. Order supplies, coordinate equipment maintenance and repairs, and ensure that office facilities are clean, organized, and well-maintained.
Customer Service: Provide courteous and professional customer service to visitors, clients, and other stakeholders. Greet guests, direct inquiries, and assist with inquiries or requests as appropriate.
Filing and Organization: Organize and maintain filing systems, both physical and digital, to ensure easy access to documents and information. File and retrieve documents as needed and maintain the confidentiality of sensitive information.
Calendar Management: Manage executives’ calendars and schedules, including scheduling appointments, meetings, and events. Coordinate with internal and external stakeholders to arrange meetings and resolve scheduling conflicts.
Travel Coordination: Coordinate travel arrangements for executives or other staff members, including booking flights, hotels, transportation, and other accommodations. Prepare travel itineraries and ensure travel plans align with business needs and budget.
Office Communication: Serve as a liaison between internal departments and external contacts. Facilitate communication and collaboration by relaying messages, coordinating requests, and providing information as needed.
Problem Solving: Address administrative issues, challenges, and inquiries as they arise. Identify solutions, escalate issues as needed, and proactively resolve problems to ensure smooth office operations.
Multitasking: Handle multiple tasks and priorities simultaneously, prioritize work effectively, and manage time efficiently to meet deadlines and deliver results in a fast-paced environment.
Requirements
HND / B.Sc. in any relevant discipline.
Must be Female
Proven work experience as a Secretary or Administrative Assistant.
Familiarity with office organization and optimization techniques.
A high degree of multi-tasking and time management capability.
Excellent written and verbal communication skills.
