Administrative Assistant REF: HCLS06 at National Lotteries Commission

REF: HCLS06 

PURPOSE OF THE JOB 

• The role of Administrative Assistant will play an important role in organising, managing, and keeping the Legal Services Division running. The Administrative Assistant will be responsible for all clerical and organisational tasks like file organising, scheduling appointments, assisting other staff members, and drafting correspondences. 

REQUIRED QUALIFICATION 

• National Diploma in Office Management / Business Administration or equivalent 

REQUIRED EXPERIENCE 

• Must have at least 3 years’ experience as an Administrative Assistant or equivalent within a corporate environment 

KEY DELIVERABLES 

• Responsible for clerical and organisational tasks like file organising, scheduling appointments and assisting other staff 
• Screen phone calls and redirect them to the relevant team members 
• Responsible for receiving deliveries and sorting and distributing them to the designated departments or individuals 
• Perform different clerical duties, such as typing, photocopying, printing, scanning and binding documents 
• Maintain office supplies by checking stock to determine inventory levels and anticipating required items
• Perform other administrative ad hoc duties that staff members request 
• Make travel arrangements, such as booking flights and shuttles and making hotel and restaurant reservations. 
• Prepare the necessary documents for meetings and a travel itinerary for the staff that are travelling
• Organise and schedule meetings and appointments for their supervisors or managers. 
• Manage these team members' calendars and provide real-time scheduling support to prevent conflicts 
• Improve the effectiveness of meetings, prepare agendas and schedules 
• Maintain equipment inventories and oversee maintenance requirements 
• Developing, manage and maintaining electronic and hard copy filing systems 

COMPETENCIES AND SKILLS 

• Proficient in English and possess strong business writing skills to create presentations and reports that are free of grammatical, spelling and punctuation inaccuracies 
• Organised 
• Problem-solving 
• Time management 
• People skills to help the Division run efficiently 
• Able to prioritise tasks and work within tight time constraints 
• Highly meticulous and detail-oriented
• Excellent organisational skills to manage large volumes of documents 
• Strong interpersonal communication helps them build and maintain positive relationships with others, improving collaboration and increasing productivity 
• Computer literate - Competent in MS Office Software package, proficient in word processing, presentation and spreadsheet software