Administrative Assistant

Key Responsibilities

Office Administration

• Manage day-to-day office operations and administrative functions.
  
• Maintain organized filing systems (both physical and electronic).
  
• Ensure office supplies are adequately stocked and reorder when necessary.
  
• Coordinate maintenance of office equipment and facilities.
  

Communication & Correspondence

• Handle incoming and outgoing correspondence, including emails, phone calls, and letters.
  
• Prepare and edit documents, reports, presentations, and memos.
  
• Act as a point of contact between departments, clients, and external stakeholders.
  

Scheduling & Coordination

• Manage calendars, appointments, and meeting schedules for management and staff.
  
• Organize meetings, including booking venues, preparing agendas, and taking minutes.
  
• Coordinate travel arrangements (flights, accommodation, transportation).
  

Record Keeping & Documentation

• Maintain accurate records, databases, and office documentation.
  
• Ensure confidentiality of sensitive information and documents.
  
• Support document control and compliance with company policies.
  

Support to Management & Teams

• Provide administrative support to managers and departments as required
  
• Assist in preparing reports, budgets, and presentations.
  
• Support HR functions such as onboarding documentation and staff records (if required).
  

Vendor & Inventory Coordination

• Liaise with vendors and service providers for office needs.
  
• Manage procurement of office supplies and track inventory usage.
  
• Ensure timely processing of invoices and payments in coordination with finance.
  

Front Desk & Customer Service (if applicable)

• Greet visitors and direct them appropriately.
  
• Maintain a professional and welcoming office environment.
  
• Handle inquiries and provide basic information to clients and visitors.
  

Requirements

Qualifications & Requirements

• Education: Diploma, HND, or Bachelor’s degree in Business Administration, Office Management, or a related field. Experience
  
• 3–5 years of proven experience in an administrative or office support role.
  
• Experience working in a structured office or corporate environment.
  

Skills & Competencies

• Strong organizational and time management skills
  
• Excellent written and verbal communication
  
• High attention to detail and accuracy
  
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook etc)
  
• Ability to multitask and prioritize effectively
  
• Professional discretion and confidentiality
  
• Problem-solving and proactive attitude
  

Key Performance Indicators (KPIs)

• Efficiency of office operations
  
• Timeliness and accuracy of documentation
  
• Responsiveness to internal and external requests
  
• Organization and accessibility of records
  
• Support effectiveness to management and teams
  
• Experience with office management software or ERP systems
  
• Basic knowledge of accounting or HR processes
  
• Strong interpersonal and customer service skills
  
• Ability to work independently with minimal supervision
  

Salary: Attractive

Location: Volta Region, HO

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