Job Summary

• The Office Assistant shall provide support to managers and employees, assisting in daily office needs and managing the company’s general administrative activities which include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems.
• Cleaning the office and its environment, keeping the office neat and tidy

Duties/Responsibilities

• Handles visitors receives and directs visitors and clients
• Handles general clerical duties including photocopying, fax and mailing
• Archives/Files maintains electronic and hard copy filing system
• Retrieves documents from filing system
• Handles requests for information and data in conjunction with HR Officer
• Resolves administrative problems and inquiries
• Prepares written responses to routine inquiries
• Prepares documents including correspondence, reports, drafts, memos and emails
• Schedules and coordinates meetings, appointments and travel arrangements for managers or supervisors
• Prepares agendas for meetings and other meeting schedules
• Records, compiles, transcribes and distributes minutes of meetings
• Opens, sorts and distributes incoming correspondence
• Maintains office supply inventories
• Coordinates the maintenance of office equipment
• Coordinates and maintains records for staff, telephones, parking and petty cash

Job Attribute Required Skills

• Excellent knowledge of Computer and Internet savvy
• Excellent Communication skills both written and verbal
• Good interpersonal skills and customer service oriented
• Knowledge of operation of standard office equipment.
• Knowledge of clerical and administrative procedures and systems such as filing and record keeping
• Strong organizational skills including planning and prioritizing
• Good information gathering and monitoring
• Strong problem assessment and problem-solving skills
• Good knowledge of principles and practices of basic office management
• Ability to work under pressure without showing signs of distress
• Able to pay attention to details

Experience & Qualification

• Good SSCE certificate, OND (any discipline), previous experience as a Secretary or Office Assistant is an added advantage.
• Must be able to work late hours and odd times.
• Must be good able to multitask
• Preferably under the age of 30 years with a minimum of 1 year work experience