Office Assistant

Role & responsibilities

We are seeking an organized, detail-oriented, and proactive Office Assistant to support daily administrative operations, travel coordination, and calendar management. The ideal candidate will ensure the smooth functioning of the office while assisting team members and providing exceptional service to internal and external stakeholders.
Key Responsibilities:
Administrative Support:

1. Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
2. Maintain and organize office files, records, and documentation (physical and digital).
3. Assist in scheduling meetings, appointments, and events.                                  

Travel Management:

1. Coordinate domestic and international travel arrangements for team members, including flights, accommodations, and transportation.
2. Prepare detailed travel itineraries and ensure timely updates to travelers.
3. Handle travel-related expense reports and reimbursements.    

Calendar Management:

1. Manage and organize schedules for executives and team members using MS Outlook.
2. Schedule and coordinate meetings, ensuring no conflicts and adequate preparation time.
3. Set up reminders and notify relevant parties of changes to appointments or events.      

Office Management:

1. Monitor and replenish office supplies, ensuring availability and managing inventory.
2. Coordinate with vendors for office maintenance, repairs, and services.
3. Ensure the office environment is clean, organized, and professional.      

Clerical Tasks:

1. Prepare reports, presentations, and other documents as requested.
2. Assist in data entry and maintaining up-to-date records.
3. Take minutes during meetings and distribute them promptly.                  

General Office Support:

1. Support team members with ad hoc tasks and projects.
2. Ensure compliance with office policies and procedures.

Qualifications and Skills: Education and Experience:

1. Graduation or equivalent
2. Diploma in Office Management, Secretarial Practices, or Travel Coordination are a plus.
3. Proven experience as an Office Assistant or in a similar role.                                          

Technical Skills:

1. Proficiency in MS Office Suite (Word, Excel, PowerPoint, and Outlook).
2. Expertise in managing travel arrangements and calendars using tools like MS Outlook.
3. Familiarity with office equipment like printers, scanners, and telecommunication systems.

Soft Skills:

1. Excellent organizational and multitasking abilities.
2. Strong written and verbal communication skills.
3. A professional demeanor with a positive attitude.
4. Ability to work independently and collaboratively.