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Description:

Job Purpose
The Assistant Administrative Officer will provide administrative support to ensure efficient office operations. Maintain physical and digital filing systems. Answer phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors. Responds to emails and other digital queries and correspondence. Manage calendars for senior staff, including making travel arrangements.

Summary of Key Responsibilities:

• Prepare meeting agendas and takes meeting minutes.
• Coordinate logistics for meetings, including room setup and catering.
• Use word processing and presentation software to create and edit documents.
• Operate and maintain office equipment, including printers, copiers, and fax machines.
• Work with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Carry out research as requested and compiles and summarizes information for reports or presentations.
• Work closely with other administrative staff and supports other colleagues as needed.
• Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensure that deadlines are met and adapts to changing priorities.
• Present a positive and professional image for the organization.

Required Skills and Personal Attributes

• Sound interpersonal skills
• Excellent telephone etiquette
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
  

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Primary Areas of Accountability: