Administrative Assistant I

Roles and responsibilities 1.
Administrative Support:
Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel arrangements.Coordinate and prepare materials for meetings, presentations, and reports.Screen, prioritize, and manage correspondence, emails, and phone calls.2.
Task Coordination:
Serve as a point of contact between the Executive Director and internal/external stakeholders.Ensure follow-up on outstanding tasks and commitments.3.
Office Management:
Maintain the organization of the Executive Director's outlook and ensure all documents are filed in an organized manner and readily accessibleHandle expense reporting, invoicing4.
Confidentiality and Discretion:
Handle sensitive information with the utmost confidentiality and professionalism.5.
Relationship Management:
Build strong working relationships with internal teams and external stakeholders.Represent the Executive Director professionally in all interactions.6.
Proactive Problem-Solving:
Anticipate the needs of the Executive Director and provide solutions to potential issues before they arise.Address urgent matters effectively and independently when required.7.
Team Management SupportProvide support to wider team in coordinating diaries, managing meetings and other administrative support Requirements:
Proven experience, preferably in a corporate or development-focused environment.Strong organizational and time management skills.Excellent written and verbal communication skillsProficiency in MS Office Suite and project management tools.High level of discretion and professionalism.Ability to work under pressure and manage multiple priorities effectively.Flexibility to adapt to changing schedules and requirements.
Desired candidate profile Proven experience, preferably in a corporate or development-focused environment.Strong organizational and time management skills.Excellent written and verbal communication skillsProficiency in MS Office Suite and project management tools.High level of discretion and professionalism.Ability to work under pressure and manage multiple priorities effectively.Flexibility to adapt to changing schedules and requirements.
QualificationsBachelor's degree or equivalent experienceStrong interpersonal, customer service and communication skillsAbility to multitaskProficient in Microsoft Office suiteOrganizational SkillsTime Management:
Prioritizing tasks and managing schedules efficiently.Multitasking:
Handling multiple responsibilities and projects simultaneously.Detail-Oriented:
Ensuring accuracy in documentation, scheduling, and correspondence.Filing and Record Keeping:
Maintaining organized physical and digital records.Technical SkillsMicrosoft Office Suite:
Proficiency in Word, Excel, PowerPoint, and Outlook.Data Entry:
Fast and accurate typing and database management.Office Equipment:
Familiarity with printers, copiers, scanners, and phone systems.Calendar Management:
Using tools like Google Calendar, Microsoft Outlook, or scheduling apps.Basic IT Skills:
Troubleshooting common computer and software issues.Communication SkillsVerbal Communication:
Clear and professional phone and in-person communication.Written Communication:
Crafting emails, memos, and reports with proper grammar and tone.Interpersonal Skills:
Maintaining positive and professional relationships with colleagues and clients.Conflict Resolution:
Addressing and resolving workplace issues diplomatically.