Closing Date: 11 April 2023
The office assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. This role is responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
DUTIES & RESPONSIBILITIES:
Administrative assistant responsibilities
Prepares letters, memos, forms, and reports according to written or verbal instructions.
Manages calendars and schedules appointments.
Answer and direct phone calls
Maintain contact lists
Produce and distribute correspondence memos, letters, faxes, and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Order office supplies
Book travel arrangements
Submit and reconcile expense reports
Provide general support to visitors
Provide information by answering questions and requests
Research and creates presentations
Handle multiple projects
Develop administrative staff by providing information, educational opportunities, and
experiential growth opportunities
Ensure operation of equipment by completing preventive maintenance requirements; calling for
repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed
supplies; placing and expediting orders for supplies; verifying receipt of supplies
Maintain professional and technical knowledge by attending educational workshops; reviewing
professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
Organize travel arrangements for senior managers
Write letters and emails on behalf of other office staff
Book conference calls, rooms, taxis, couriers, hotels, etc.
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Develop and update administrative systems to make them more efficient
Resolve administrative problems
Receive, sort, and distribute the mail
Provide polite and professional communication
Administrative assistant requirements:
Knowledge of office management systems and procedures
Excellent time management skills and ability to multi‐task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
Administrative assistant skills & proficiencies
Administrative Writing Skills
Proficiency in Microsoft Office
Ability to type at least 45 words per minute.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Proficient with Microsoft Office Suite or related software.
QUALIFICATIONS & EXPERIENCE:
High school Matric certificate a minimum, tertiary qualification advantageous
Minimum 5 years’ experience in a similar office assistant role
Clerical experience preferred.