Senior Assistant Office Administrator at Public Service Superannuation Scheme

Job Description

Duties and responsibilities at this level will entail: -

Calendar and Schedule Management:

• Efficiently managing executive calendars, scheduling appointments, meetings, and travel arrangements.
• Proactively identifying and resolving scheduling conflicts, prioritizing appointments, and ensuring timely reminders.

Communication and Correspondence:

• Handling incoming and outgoing communications, including emails, calls, and mail, and responding to or redirecting inquiries as necessary.
• Drafting, proofreading, and editing various documents, including memos, reports, presentations, and correspondence on behalf of executives.

Meeting Coordination and Support:

• Organizing and coordinating meetings, conferences, and events, including logistical arrangements, agenda preparation, and documentation.
• Taking meeting minutes, tracking action items, and following up on assigned tasks to ensure timely completion.

Records and Document Management:

• Maintaining and organizing confidential files, records, and documents, both in physical and digital formats.
• Ensuring proper documentation and filing systems are in place to

Office Operations and Support:

• Managing office supplies, equipment, and maintenance requests to ensure a well-functioning work environment.
• Assisting with basic financial tasks, such as processing expense reports and tracking budgets.

Travel and Logistics:

• Making travel arrangements, including booking flights, accommodations, and transportation, and Preparing travel itineraries.
• Coordinating logistics for executive visits, including meeting arrangements, accommodations, and event planning.

Requirement for appointment

For appointment to this grade, a candidate must have:

• At least four (4) years relevant work experience;
• Diploma qualification in the following; Secretarial Studies, Office administration,Marketing, Public relations or any other relevant qualification from a recognized Institution;
• Adaptability and Problem-Solving: Ability to adapt to changing priorities, work independently, and Proactively identify and resolve issues to ensure smooth office operations.
• Organizational and Multitasking Skills: Exceptional organizational skills with the ability to prioritize tasks, manage multiple deadlines, and handle competing priorities effectively.
• Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential information with the utmost professionalism and discretion.
• Communication and Interpersonal Skills: Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with internal and external stakeholders.
• Proficiency in using office software, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office equipment and systems.
• Shown merit and ability as reflected in work performance and results