Administrative Assistant

Main Purpose:Provide high level, timely and effective administrative support for an office, business units department, or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge of the organization’s operations, procedures, methods, practices and people. May handle department specific clerical activities.Knowledge Skills and Abilities, Key Responsibilities:

Key Responsibilities:

• Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff.
• Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing, and organizing.
• Accurately transcribe, type, format, and proof read a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. May use desk top publishing software to design more complex documents.
• Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available.
• Use office equipment such as photocopiers, faxes, scanners and printers. Perform basic maintenance to keep equipment in a good working order (for example, clean, change toner, supply paper). Maintain office supplies. Keep office inventory and equipment clean and organized. To deal with any ad hoc office issues, repairs, replacements, set ups, etc.
• Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies.

Key Relationships and Department Overview:

• Internal – Business units
• External – Visitors, customers