Administrative assistant responsibilities:
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Answer and direct phone calls
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Organize and schedule appointments and meetings
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Maintain contact lists
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Produce and distribute correspondence memos, letters, faxes, and forms
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Assist in the preparation of regularly scheduled reports
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Develop and maintain a filing system
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Order office supplies
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Book travel arrangements
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Submit and reconcile expense reports
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Provide general support to visitors
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Provide information by answering questions and requests
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Take dictation
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Generate reports
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Handle multiple projects
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Prepare and monitor invoices
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Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
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Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
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Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
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Contribute to team effort by accomplishing related results as needed
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Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
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Write letters and emails on behalf of other office staff
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Book conference calls, rooms, taxis, couriers, hotels, etc.
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Cover the reception desk when required
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Maintain computer and manual filing systems
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Handle sensitive information in a confidential manner
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Take accurate minutes of meetings
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Reply to email, telephone, or face to face inquiries
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Develop and update administrative systems to make them more efficient
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Resolve administrative problems
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Oversee and supervise the work of junior staff
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Maintain up-to-date employee holiday records
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Coordinate repairs to office equipment
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Provide polite and professional communication
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Implement clerical duties and administrative processes
Administrative assistant requirements:
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Proven admin or assistant experience
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Knowledge of office management systems and procedures
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Excellent time management skills and ability to multi-task and prioritize work
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Attention to detail and problem solving skills
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Excellent written and verbal communication skills in English, French is an advantage
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Strong organizational and planning skills
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Proficient in MS Office
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At least 2 years of experience in the field or in a related area
Interested candidates should send their both combined cover letter and well detailed CV no later than March 20, 2024 via admin@buildcentreafrica.com.
