General Administrative Duties

Office Management:

• Maintaining an organized and efficient office environment.

• Ordering office supplies and managing inventory.

Documentation and Filing:

• Organizing and maintaining files, both physical and digital.

• Ensuring documents are easily accessible and properly archived.

Correspondence:

• Handling incoming and outgoing mail, emails, and other communications.

• Drafting and editing letters, memos, and other documents.

Scheduling and Coordination

Calendar Management:

• Scheduling and coordinating appointments, meetings, and events.

• Ensuring calendars are up-to-date and conflicts are resolved.

Meeting Preparation:

• Preparing agendas, meeting materials, and taking minutes during meetings.

• Coordinating logistics such as room bookings and equipment setup.

Communication and Liaison

Internal Communication:

• Acting as a point of contact between departments and staff members.

• Communicating important information to relevant parties promptly.

External Communication:

• Handling inquiries from clients, vendors, and the public.

• Facilitating communication between the organization and external stakeholders.

Data Management

Data Entry:

• Entering and updating data in databases and spreadsheets.

• Ensuring accuracy and completeness of information.

Reporting:

• Generating reports and summaries from data as required.

• Assisting with the preparation of presentations and other documents.

Support Services

Assistance to Executives:

• Providing administrative support to executives, such as managing correspondence, scheduling meetings, and handling travel arrangements.

• Performing various tasks as directed by senior management.

Customer Service:

• Greeting visitors and managing reception duties.

• Addressing customer inquiries and providing information as needed.

Financial and Operational Support

Budget Assistance:

• Assisting with budgeting processes and financial record-keeping.

• Handling petty cash and processing expense reports.

Operational Efficiency:

• Streamlining administrative processes to enhance efficiency.

• Implementing new procedures as needed to improve office operations.

Technology and Equipment

Technology Management:

• Operating office equipment such as printers, copiers, and fax machines.

• Troubleshooting minor technical issues and coordinating repairs or IT support when necessary.

Software Proficiency:

• Using office software such as word processors, spreadsheets, and presentation tools.

• Learning and utilizing specialized software relevant to the organization’s needs.

Compliance and Confidentiality

Policy Adherence:

• Ensuring adherence to company policies and procedures.

• Maintaining confidentiality of sensitive information and documents.

Record Keeping:

• Keeping accurate records of administrative activities.

• Ensuring compliance with legal and regulatory requirements.

Professional Development

Skill Enhancement:

• Participating in training and professional development opportunities to enhance skills and stay current with industry trends.

• Seeking feedback and continuously improving job performance.