Administration Assistant

Client of Talentmate

The Administration Assistant plays a crucial role within our organization by ensuring the seamless operation of daily office tasks and providing essential support to various departments. This position requires a proactive individual with exceptional organizational skills, capable of managing multiple tasks with efficiency and precision. The successful candidate will be a vital link between staff, clients, and the broader organization, responsible for maintaining a professional office environment and facilitating key administrative processes. The Administration Assistant will handle correspondence, manage files, and coordinate appointments, demonstrating excellent communication skills and attention to detail. This role demands a high level of integrity and confidentiality, as the assistant will often be privy to sensitive information. We are looking for someone who can adapt to changing priorities, anticipate needs, and demonstrate a positive attitude in a dynamic work environment.

Responsibilities

• Oversee day-to-day office operations ensuring a smooth workflow.
• Assist in coordinating meetings, preparing agendas, and recording minutes efficiently.
• Manage correspondence including phone calls, emails, and postal mail effectively.
• Maintain accurate records and filing systems for easy retrieval of documents.
• Support human resources functions such as scheduling interviews and onboarding new hires.
• Handle calendar management for executives, scheduling appointments and meetings.
• Monitor and maintain office supplies inventory to prevent stock shortages.
• Facilitate communication between departments to ensure seamless operations.
• Assist in preparing reports, presentations, and other necessary documentation.
• Ensure compliance with company policies while executing administrative tasks.
• Participate in organizing company events, meetings, and training sessions.
• Maintain office cleanliness and ensure that facilities are well-arranged and welcoming.

Requirements

• At least a high school diploma or equivalent qualification required.
• Bachelor s degree in Business Administration or related field preferred.
• Prior experience as an Administration Assistant or relevant role is mandatory.
• Proficiency in MS Office Suite, especially Word, Excel, and Outlook.
• Exceptional communication skills, both written and verbal, are essential.
• Strong organizational skills with the ability to multitask efficiently.
• Ability to maintain high levels of confidentiality and professionalism.
• Strong attention to detail and problem-solving skills are necessary.
• Demonstrated ability to work independently and as part of a team.
• Capability to handle stressful situations with a calm mannerism.
• Basic understanding of office equipment such as printers and fax machines.
• Availability to work during office hours with occasional flexibility as needed.