Administrative Assistant 53 views

Breakthrough Trading is a share company established by genuine Team. Genuine team was founded in 2003 G.C with the vision of creating a visionary, genuine, healthy and wealthy. For the past 13 years, the team has given several trainings which have helped a tremendous amount of people. The members of genuine team are a group of people with more than 1o years’ experience in direct selling.

Administrative assistant job description:

• Administrative assistant duties and responsibilities include
• Providing administrative support to ensure efficient operation of the office.
• Supports managers and employees through a variety of tasks related to organization and communication.
• Responsible for confidential and time sensitive material, Familiar with a variety of the company policies, practices and procedures.
• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• May direct and lead the work of others.
• Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.
• Reports to the General Manager.

MAIN DUTIES AND RESPONSIBILITIES:

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests Ø
• Take dictation
• Research and creates presentations
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Write letters and emails on behalf of other office staff Ø Book conference calls, rooms, taxis, couriers, hotels etc.
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone or face to face inquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Manage staff appointments
• Control staff attendance, prepare payroll
• Monitor staff leave
• Manage employment process, orientation, and training processes
• Oversee and supervise the work of junior staff
• Maintain up-to-date employee holiday records
• Coordinate repairs to office equipment
• Greet and assist visitors to the office

Education & Experience

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills (Amharic and English)
• Strong organizational and planning skills Proficient in MS Office
• At least 2 years of experience in the field or in a related area
• Level IV or equivalent; college degree preferred

Skills

• Reporting Skills
• Administrative Writing Skills
• Microsoft Office Skills
• Analysis
• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing Skills
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience