Administrative Assistant at Reeds Africa Consult

Job Overview:

• We are seeking a highly skilled and proactive Administrative Assistant to join our team. The ideal candidate will be responsible for managing daily administrative tasks, including logistics coordination, petty cash management, scheduling, and office operations. This is a fast-paced role that requires an individual who can efficiently handle multiple responsibilities, is detail-oriented, and thrives in a dynamic work environment. Candidates must have hands-on experience in managing logistics and petty cash, with the ability to support the team in a variety of administrative functions. Individuals with prior experience in logistics companies or as Operations Assistant Managers are strongly encouraged to apply.

Key Responsibilities:

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.

Key Qualifications:

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.

Technical Skills:

• Proficiency in using planning tools (e.g., Microsoft Outlook, Google Calendar, etc.) and scheduling software.
• Strong computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint).

Communication Skills:

• Excellent verbal and written communication skills.
• Ability to prepare, edit, and proofread documents with high attention to detail.

Soft Skills:

• Highly organized with strong time management and multitasking abilities.
• Proactive, reliable, and able to work independently in a fast-paced environment.
• Able to collaborate effectively with team members and external service providers.

Additional Requirements:

• Age: 27-35 years (preferred).
• Gender: Female (preferred).