Administrative Assistant at Reeds Africa Consult

Logistics Coordination and Management

• Coordinate and manage all logistics, including domestic and international travel arrangements (flights, accommodations, transportation).
• Oversee office logistics and ensure timely deliveries and inventory management.
• Monitor and manage petty cash for daily operations, ensuring proper documentation and compliance with company policies.
• Ensure smooth movement of goods and materials to support office and operational needs.
• Liaise with suppliers, vendors, and service providers to manage logistics needs efficiently.

Diary and Schedule Management

• Manage and coordinate daily schedules, meetings, and appointments for the management team.
• Ensure timely updates and reminders for meetings, deadlines, and commitments.

Travel and Document Coordination

• Organize travel arrangements, including visa applications, for local and international trips.
• Maintain proper documentation for travel and logistical purposes.

Office Management

• Maintain a well-organized and professional office environment.
• Manage office supplies, equipment, and vendor relationships.
• Coordinate IT support, maintenance, and other service provider interactions.
• Assist in monitoring and tracking office expenses and budget preparations.
• Administrative Support and Communication
• Prepare and edit correspondence, reports, and presentations.
• Organize filing systems, ensuring confidentiality and easy retrieval of documents.
• Assist with planning, coordinating meetings, preparing agendas, and taking minutes.
• Draft, proofread, and edit professional documents, including letters, emails, and reports.
• Use of Planning Tools
• Utilize planning and scheduling tools such as Microsoft Outlook, Google Workspace, or similar software to manage tasks, appointments, and meetings.
• Ensure efficient time management and task tracking using appropriate tools.

Job Requirements

Experience:

• Degree or Diploma in Business Administration or a related field.
• A minimum of 3-4 years of experience in administrative roles, with hands-on experience in logistics coordination and petty cash management.
• Proven experience in handling logistics in a fast-paced environment and managing day-to-day office operations.
• Experience in working with administrative and logistical elements while ensuring smooth and efficient operations.