Admin Assistant

Summary The Admin Assistant plays a vital role in facilitating the daily operations of the organization by delivering comprehensive administrative and office support. This position is essential for empowering program and support teams to execute their functions efficiently, ensuring a seamless workflow across all departments.

Responsibilities

Delivers consistent administrative and clerical assistance to both office and program teams to maintain operational continuity. Professionally manages the reception area by screening and directing visitors, telephone inquiries, and incoming correspondence. Drafts, formats, archives, and disseminates official correspondence, including letters, memos, reports, and other documentation.

Upholds organized filing protocols for both physical and digital records while strictly maintaining the confidentiality of sensitive information. Coordinates staff schedules, including meetings, appointments, and travel arrangements; prepares meeting agendas and distributes minutes promptly. Oversees inventory levels for office supplies, stationery, and equipment, initiating procurement requests for restocking or repairs in compliance with established procedures.

Facilitates logistical arrangements for events, training sessions, workshops, and field trips, managing venue bookings, transportation, accommodation, and necessary materials. Keeps accurate records of staff and visitor attendance, logs, and office asset inventories. Collaborates with Finance, Logistics, HR, and Program departments to ensure the timely processing of requests, approvals, and supporting documentation.

Ensures the office environment remains clean, safe, and secure, coordinating with external service providers as needed. Executes additional tasks and projects as assigned by the direct line manager.