2 Job Positions of Administrative Assistants at Build Centre: (Deadline 20 March 2024)

2 Job Positions of Administrative Assistants at Build Centre: (Deadline 20 March 2024)

Administrative assistant responsibilities:

• Answer and direct phone calls

• Organize and schedule appointments and meetings

• Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes, and forms

• Assist in the preparation of regularly scheduled reports

• Develop and maintain a filing system

• Order office supplies

• Book travel arrangements

• Submit and reconcile expense reports

• Provide general support to visitors

• Provide information by answering questions and requests

• Take dictation

• Generate reports

• Handle multiple projects

• Prepare and monitor invoices

• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

• Write letters and emails on behalf of other office staff

• Book conference calls, rooms, taxis, couriers, hotels, etc.

• Cover the reception desk when required

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Take accurate minutes of meetings

• Reply to email, telephone, or face to face inquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Oversee and supervise the work of junior staff

• Maintain up-to-date employee holiday records

• Coordinate repairs to office equipment

• Provide polite and professional communication

• Implement clerical duties and administrative processes

Administrative assistant requirements:

• Proven admin or assistant experience

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills in English, French is an advantage

• Strong organizational and planning skills

• Proficient in MS Office

• At least 2 years of experience in the field or in a related area

Interested candidates should send their both combined cover letter and well detailed CV no later than March 20, 2024 via [email protected].