Administrative Assistant, Office of Secretary General

Job Purpose:Responsible for performing a wide range of administrative and office support activities to facilitate the efficient operation of the Office of Secretary General.

This is achieved through a variety of tasks related to effective communication with internal and external stakeholders, and organization of office calendars, ensuring that all administration tasks are completed accurately and delivered with high quality and in a timely manner.Main Tasks and Responsibilities:Answers all phone calls, attends to all inquiries or directs them to appropriate personnel as needed.Organizes and schedule appointments.Plans meetings and Records, compiles and distributes the minutes of meetings.Handles all correspondence, receives, classifies and distributes incoming and outgoing mail, writes memos, letters, and forms.Assists in the preparation of regularly scheduled reports.Develops and maintains an organized archiving system for the office files including confidential documents.Manages all office administrative work, types and photocopies all required documentsUpdates and maintains office policies and procedures on regular basis.Monitors and handles ordering office supplies as needed.Maintain contact lists of all internal and external stakeholders.Handles travel arrangements and related reservations.Submits and reconcile expense and petty cash reports.Provides general support and guidance to office visitors.Liaises with executive and senior administrative assistants to handle requests and queries from senior managers.Leads advises, and supports other teams related to the office as required.Manages and coordinates tasks across multiple departments.

Education: Bachelor’s degree in Business Administration or any relevant field.Experience 2-4 years of experience in administration or in a similar roleExperience in educational institutes/ universities are preferredSkills & Competencies: Very Good level of punctuality and accountability.Presentable, maintaining a professional demeanor.Strong time-management skills and ability to work under stress.Ability to multitask efficiently and meet deadlinesCapable of leading, advising, and supporting other teams when required.Very good communication and stakeholder management skillsExcellent level of English languageVery good level of accuracy and attention to detail.