Administrative Assistant at Skytop Technologies

The incumbent will be required to both take direction and work intuitively to support the completion of the department’s goals and objectives in a professionally and culturally appropriate manner.

Duties for the Administrative Assistant Job

• To actively participate in the department’s strategic planning sessions.
• To work cooperatively with all team members to support the achievement of work plan activities designed to achieve identified goals and objectives.
• To ensure office equipment such as computers, fax machines, photocopiers and computer scanning equipment are in good working condition.
• To perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for the Manager or designate.
• To coordinate and organizes department meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of department meetings.
• To complete internal and external correspondence, legal documents, form letters and other documents and distributes them as directed.
• To prepare meeting agendas, records and distributes meeting minutes and maintains organized files of same.
• Maintains adequate office supply of all department supplies used within each department
• Assists in the development of the department budget and ensures spending remains within acceptable variances
• Supports the HR Manager in addressing any personnel matters within the department
• Verifies and records department staff policies and procedures, including travel expense claims and staff attendance reports
• Develops or maintains an accurate and up to date records management system (including classifying and coding electronic and hardcopy files)
• Ensures the safeguarding of all confidential files
• To participate in periodic administrative meetings.
• To submit weekly and monthly reports to your supervisor as agreed.

Administrative Assistant Job Requirements

• Diploma in Business Administration from a recognized institution
• Bachelors’ Degree in Business Administration or any relevant business field an added advantage
• Possesses knowledge, respect and sensitivity to SkyTOP culture and be committed to helping staff members strengthen and achieve a healthy level of well- being.
• Ability to develop and provide guidance, motivation and vision to the management and staff of SkyTOP to ensure a professional standard of services to stakeholders.
• Must possess strong organization, evaluation and problem solving skills.
• Must be able to communicate effectively in writing and verbally.
• Working knowledge of Microsoft Office Suite or Packages.
• Must be able to work flexible hours.