Office Assistant at Broll

PURPOSE:

• The office 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. This role is responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, 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.\

DUTIES & RESPONSIBILITIES:

• Administrative assistant responsibilities
• Prepares letters, memos, forms, and reports according to written or verbal instructions.
• Manages calendars and schedules appointments.
• Answer and direct phone calls
• 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
• Research and creates presentations
• Generate reports
• Handle multiple projects
• 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.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels, etc.
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Provide polite and professional communication
• Administrative assistant requirements:
• 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
• Strong organizational and planning skills
• Proficient in MS Office
• Administrative assistant skills & proficiencies
• Reporting Skills
• Administrative Writing Skills
• Proficiency in Microsoft Office
• Analysis
• Professionalism
• Problem Solving
• Verbal Communication

REQUIRED SKILLS:

• Ability to type at least 45 words per minute.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.

QUALIFICATIONS & EXPERIENCE:

• High school Matric certificate a minimum, tertiary qualification advantageous
• Minimum 5 years’ experience in a similar office assistant role
• Clerical experience preferred.