Administrative Assistant

Reports To: Director, Business Administration and Finance

Job Purpose

The Administrative Assistant will ensure the smooth running of day-to-day operations by managing office tasks, supporting projects, and assisting with client and internal communications. This role is perfect for someone highly organized, adaptable, and eager to contribute to a professional service environment.

Key Responsibilities

• Manage and maintain office filing systems, records, and supplies.
• ⁠⁠Assist with scheduling meetings, appointments, and travel arrangements.
• ⁠Prepare and edit correspondence, reports, and presentations.
• ⁠Handle incoming calls, emails, and other communications.
• ⁠Support project coordination and track deadlines.
• ⁠Liaise with clients, vendors, and internal team members.
• ⁠Perform basic bookkeeping, expense tracking, and invoicing support.

Education & Experience

• Diploma or Bachelor’s degree in Business Administration, Office Management, or related field.
• 1–3 years of administrative experience (consulting or professional services preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational, multitasking, and time management skills.
• Strong communication skills and a professional demeanor.
• Attention to detail and the ability to work independently.

Core Skills

1. ⁠Organizational Skills– Ability to manage multiple tasks, keep records, and maintain an orderly workflow.
2. Time Management– Prioritizing tasks and meeting deadlines efficiently.
3. ⁠Communication Skills – Clear, professional verbal and written communication with clients and colleagues.
4. ⁠Microsoft Office Proficiency– Strong skills in Word, Excel, PowerPoint, and Outlook.
5. Data Management – Ability to maintain, organize, and retrieve digital and paper records.
6. Basic Bookkeeping– Tracking expenses, preparing invoices, and supporting budget reports.
7. Meeting Coordination – Scheduling, preparing agendas, and taking minutes.
8. Travel Planning– Arranging flights, accommodations, and itineraries.

Core Competence

• Attention to Detail – Accuracy in document preparation, data entry, and scheduling.
• Confidentiality & Discretion – Handling sensitive company and client information securely.
• ⁠Problem-Solving – Anticipating needs and resolving issues quickly.
• ⁠Client Service Orientation– Ensuring a positive experience for internal and external stakeholders.
• ⁠Adaptability – Remaining effective in a fast-paced, changing environment.
• ⁠Team Collaboration – Supporting colleagues and contributing to team goals.
• ⁠Professionalism – Maintaining a positive, businesslike image at all times.
• Initiative – Taking proactive steps to improve processes and assist without being asked.

Note: Please note that applications will be reviewed on a rolling basis, and only qualified applicants will be contacted.