Admin Assistant manages office workflows and client inquiries, requires a Business Administration Diploma, 2+ years administrative experience.
Role Overview
The Admin Assistant plays an important role in
ensuring the organisation operates smoothly, efficiently, and professionally on
a day-to-day basis. As the first point of contact for the organisation, the
role helps create a positive experience for clients, visitors, and stakeholders
while providing reliable administrative and coordination support to the
Director and wider team. By keeping information, schedules, communication, and
office processes well organised, the Admin Assistant enables the team to focus
on its core responsibilities and contributes to the organisation’s broader
goals of efficiency, professionalism, and effective service delivery.
The role
is well suited to someone who is organised, discreet, responsive, and able to
manage multiple priorities with attention to detail in a fast-paced office
environment.
Key Competencies
Discretion:
Handles sensitive information- the Director’s schedule, correspondence, records
with confidentiality.
Prioritisation:
Distinguishes urgent from routine, and manages competing demands without
constant supervision.
Communication:
Clear, professional written and verbal communication across visitors, staff,
and service providers.
Reliability:
Consistently meets deadlines and follows through on commitments.
Responsibilities
Front
Office Management: Serve as the first point of contact for visitors, clients,
and staff, ensuring a professional and welcoming front office experience.
Reception
& Communication: Manage incoming calls, emails, correspondence, deliveries,
and general enquiries, directing them to the appropriate persons.
Director’s
Calendar Management: Maintain the Director’s calendar, schedule meetings and
appointments, and provide timely reminders and follow-ups.
Administrative
Support: Provide day-to-day administrative support to the Director and other
departments as required.
Meeting
Coordination: Coordinate meetings, including scheduling, room preparation,
invitations, materials, and follow-up on action points.
Office
Coordination: Support the smooth running of the office by coordinating
supplies, facilities, service providers, and maintenance requests
Records
& Documentation: Maintain accurate physical and electronic records,
correspondence, registers, and administrative documents.
Travel
& Logistics: Arrange travel, accommodation, transport, and other logistics
for the Director and staff when required.
General
Coordination: Follow up on administrative tasks across departments, maintain
confidentiality, and ensure assigned actions are completed on time.
Qualifications
Diploma
in Business Administration, Office Administration, or a related field.
2 to 3
years of experience in administration, front office, or executive support.
Previous
experience supporting a senior executive is an advantage.
Proficiency
in Microsoft Office (Outlook, Word, Excel including basic formulas and data
entry for tracking/reporting).
Experience
with digital calendars, email, and video-conferencing tools.
Strong
written and verbal communication skills.
