Administrative assistant

Responsibilities:

Office Administration & Records Management:

• Maintain physical and electronic filing systems for company documents, HR files, and project records.
• Receive, sort, and dispatch incoming and outgoing mail, memos, and parcels.
• Monitor office supplies inventory and raise procurement requests.
• Ensure office equipment is functional and coordinate maintenance with vendors.

Communication & Scheduling:

• Answer phone calls, emails, and respond to routine inquiries professionally.
• Manage executive/manager calendars: schedule meetings, appointments, and travel.\
• Book meeting rooms, arrange refreshments, and prepare meeting logistics.
• Take minutes during meetings and circulate action points to relevant teams.

Documentation & Reporting:

• Prepare reports, presentations, letters, proposals, and memos using MS Office/Google Workspace.
• Support data entry and update databases, HRMS, ERP, or project trackers.
• Process administrative forms: leave requests, staff requisitions, onboarding/offboarding documents.
• Compile weekly/monthly administrative reports for management.

Financial & Logistics Support:

• Assist with petty cash management, expense claims, and invoice processing.
• Support travel arrangements: flight bookings, hotel reservations, and per diem processing.
• Coordinate office events, trainings, and workshops - venue, invites, and logistics.
• Liaise with vendors for office maintenance, cleaning, and supplies.

Executive & Departmental Support:

• Provide direct support to Executives, HODs, or Program Managers with research and admin tasks.
• Track deadlines and follow up on assignments across departments.
• Maintain confidentiality of sensitive company, staff, and client information.

Requirements:

• OND in Business Administration, Office Management, Public Administration, or a related field.
• BSc in any discipline for corporate, NGO, and multinational roles.
• Certificate in MS Office, Project Management, or Secretarial Studies.
• NYSC Discharge/Exemption certificate required for most full-time roles.
• 0-1 year. NYSC, internship, or volunteer admin experience accepted.
• 1-3 years for mid-level roles. Experience in corporate, NGO, or healthcare setting is an advantage.
• HMO experience for health admin roles, NGO experience for project admin roles.

Technical Skills:

• Advanced Word, Excel (formulas, pivot tables, PowerPoint, Outlook.
• Google Workspace, Zoom, Teams, HRMS, ERP, CRM.
• 35+ WPM with high accuracy.
• Familiarity with filing systems and document control.

Core Competencies:

• Strong multitasking and ability to prioritize tasks with competing deadlines.
• Excellent written and verbal English. Professional email and report writing.
• Accuracy in data entry, reports, and documentation.
• Proactive and resourceful in resolving office issues.
• Handle sensitive information discreetly.
• Professional, courteous, and able to work with all staff levels.
• Quick to learn new software and office tools.

KPIs:

•  Accuracy and timeliness of reports and documentation
• Meeting scheduling and adherence rate
• Response time to emails/calls and internal requests
• Office supplies budget adherence and inventory management