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.

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