Administrative Assistant

Overview

Responsibilities

• Executive Administrative Support:
• Provide day-to-day administrative support to the General Manager.
• Manage the General Manager’s calendar, appointments, meetings, and travel arrangements.
• Prepare agendas, take minutes, and follow up on action points from meetings.
• Coordinate internal and external meetings on behalf of the General Manager.
• Communication and Correspondence:
• Draft, review, and manage official correspondence, emails, memos, and reports.
• Serve as the primary point of contact between the General Manager and internal/external stakeholders.
• Screen calls, emails, and visitors, ensuring timely responses and proper prioritization.
• Maintain professional communication at all times.
• Documentation and Record Management:
• Prepare and organize reports, presentations, and briefing documents for management use.
• Maintain filing systems (physical and electronic) for confidential and operational documents.
• Ensure accurate record-keeping and document control.
• Manage approvals, signatures, and official documentation.
• Coordination and Follow-Up:
• Track tasks, projects, and directives issued by the General Manager.
• Follow up with department heads to ensure timely completion of assignments.
• Coordinate inter-departmental communication and information flow.
• Confidentiality and Office Management:
• Handle sensitive and confidential information with discretion.
• Ensure smooth operation of the General Manager’s office.
• Manage office supplies and administrative resources.
• Support preparation for audits, inspections, and executive engagements.
• Reporting and Administrative Support:
• Assist in compiling management reports, presentations, and performance summaries.
• Maintain records of key decisions and executive communications.
• Support planning, budgeting, and operational reviews where required.
• General Administrative Duties:
• Assist with event planning, executive functions, and company engagements.
• Perform other administrative tasks as assigned by the General Manager.
• Support special projects and ad-hoc assignments.

Requirements

• Bachelor’s degree or HND in Business Administration, Office Management, or related field
• 3–5 years’ experience as an administrative or executive assistant
• Experience supporting senior management or executives is required
• Knowledge of office management procedures and administrative best practices
• Competencies / Skills:
• Excellent organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and priorities
• Professional interpersonal and coordination skills
• Behavioural Qualities / Other Competences:
• High level of integrity, discretion, and confidentiality
• Professionalism and strong work ethic
• Proactive and dependable
• Ability to work under pressure and meet deadlines
• Strong sense of responsibility and accountability.
• Positive attitude and adaptability.