Administrative and Commercial Assistant at Alliance for Accelerating Excellence in Science in Africa (AESA)

• We are seeking a proactive and organized Administrative and Commercial Assistant to join our team. In this role, you will provide administrative support to various departments while also assisting with commercial activities. The ideal candidate is detail-oriented, possesses strong organizational skills, and is comfortable multitasking in a fast-paced environment.

Responsibilities:

• Maintaining a safe and clean reception area by complying with procedures, rules, and regulations.
• Support all the staff in the day-to-day activities upon request and as may be needed.
• General clerical duties including photocopying, reports & documents binding, fax and mailing.
• Maintain electronic and hard copy filing system and retrieve documents from the filing system when required.
• Data entry.
• Answer, screen, and transfer inbound phone calls as well as receive and direct visitors and clients appropriately.
• Handle requests for information and data.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Coordinate, prepare & schedule agendas for meetings, appointments and travel arrangements for managers or supervisors and record, compile, transcribe and distribute minutes of meetings.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; servicing; maintaining equipment inventories; and evaluating new equipment and techniques, e.g. Fire extinguishers.
• Open, sort and distribute incoming correspondence.
• Resolve administrative problems and inquiries and prepare written responses to routine enquiries.
• Contributes to team effort by accomplishing related results as needed.
• Project reports Editing and formatting.
• Any other duty as may be assigned by the managers.

Requirements:

• Bachelor’s degree in business administration, commerce, or a related field.
• Proven experience in administrative support roles, preferably in a commercial environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
• Excellent communication skills, both written and verbal.
• Strong organizational and multitasking abilities.
• Ability to work independently with minimal supervision.
• Attention to detail and accuracy in all tasks.
• Knowledge of commercial practices and procedures is a plus.