Role Description:

The Administrative Assistant serves as the primary point of contact for the organization, responsible for delivering a high-standard guest experience while providing critical administrative and logistical support. The holder of this position will ensure the office remains secure, organized, and offers top-notch customer experience.

Key Responsibilities

1. Communication & Correspondence Management

• Message Logistics: Receive, direct, and relay telephone calls, emails, and faxes to the appropriate departments with speed and accuracy.
• Mail Handling: Open, date-stamp, and distribute all general correspondence to ensure timely responses.
• Directory Maintenance: Maintain up-to-date employee and department directories; monitor and assist with updates to the company website.

2. Guest Services & Security

• Hospitality: Provide a warm, professional welcome to all visitors; handle inquiries or refer guests to the correct personnel.
• Security Protocol: Uphold office security by following established procedures, monitoring logbooks, and issuing visitor badges/access cards.
• Reception Upkeep: Maintain a safe, clean, and organized reception area in compliance with company rules and safety regulations.

3. Logistics & Administrative Support

• Meeting Coordination: Assist with the logistical planning of meetings, conferences, and multi-line conference calls.
• Travel & Accommodation: Coordinate end-to-end travel logistics for staff, including liaising with travel agencies, airlines, car hire services, and hotels.
• Resource Management: Monitor and maintain the telephone logbook and keep a strict inventory of office stationery and supplies.
• Any other assigned tasks.

Preferred Skills

• Interpersonal Excellence: A courteous, professional demeanor and the ability to handle high-pressure situations with grace.
• Organizational Prowess: Ability to multitask, prioritize, and manage complex travel schedules or meeting logistics.
• Attention to Detail: Precision in date-stamping correspondence and maintaining accurate logbooks/inventories.
• Tech Savvy: Proficiency in office software and comfort with basic website monitoring/updating.

Qualifications

• Full Grade 12 certificate.
• Minimum of a Diploma in Business Administration, Public Administration, or any other related social science.
• Must have a minimum two (2) years of experience in general office administration or related setting.
• Excellent oral and written communication skills.

• Receive, direct, and relay telephone calls, emails, and faxes to the appropriate departments with speed and accuracy.
• Open, date-stamp, and distribute all general correspondence to ensure timely responses.
• Maintain up-to-date employee and department directories; monitor and assist with updates to the company website.
• Provide a warm, professional welcome to all visitors; handle inquiries or refer guests to the correct personnel.
• Uphold office security by following established procedures, monitoring logbooks, and issuing visitor badges/access cards.
• Maintain a safe, clean, and organized reception area in compliance with company rules and safety regulations.
• Assist with the logistical planning of meetings, conferences, and multi-line conference calls.
• Coordinate end-to-end travel logistics for staff, including liaising with travel agencies, airlines, car hire services, and hotels.
• Monitor and maintain the telephone logbook and keep a strict inventory of office stationery and supplies.
• Perform any other assigned tasks.

• Interpersonal Excellence
• Organizational Prowess
• Attention to Detail
• Tech Savvy
• Excellent oral and written communication skills

• Full Grade 12 certificate.
• Minimum of a Diploma in Business Administration, Public Administration, or any other related social science.
• Minimum of two (2) years of experience in general office administration or related setting.
• Excellent oral and written communication skills.