Office Assistant

The Office Assistant is a key administrative support role, tasked with maintaining the organization’s filing system.Managing office correspondence, and executing various clerical responsibilities.This role demands a high level of organizational skills, attention to detail, and proficiency in office software to ensure the efficient handling of day-to-day operations. The Office Assistant will be integral to supporting the smooth flow of information and coordination within the office.

Key Responsibilities:

File and Record Management:

Maintain, organize, and update office files (both physical and digital) to ensure easy retrieval of information.
Develop and follow systematic procedures for storing, categorizing, and archiving documents.
Conduct regular audits of files to ensure accuracy and completeness.
Safeguard confidential records in compliance with organizational policies.

Office Correspondence:

Draft, proofread, and format official letters, memos, emails, and other communications.
Handle all incoming and outgoing correspondence, ensuring timely responses and deliveries.
Maintain a log of correspondence to track deadlines and follow-ups.

Document Preparation and Typing:

Prepare and type official documents, including reports, presentations, and spreadsheets.
Ensure all documents are properly formatted, error-free, and align with the organization's standards.
Assist management with typing and distributing official communications, as needed.

Meeting Coordination and Minutes:

Schedule, organize, and coordinate meetings for management and staff.
Take detailed minutes during meetings, ensuring accurate recording of discussions, decisions, and action items
Distribute minutes to relevant stakeholders and follow up on action points where required.

Preparation of Resolutions and Official Records:

Draft and prepare official resolutions and legal documents in coordination with senior management.
Ensure that all resolutions are properly formatted, signed, and archived for future reference.

General Office Support:

Support in maintaining office supplies inventory; monitor and request replenishments when necessary.
Assist with scheduling and coordinating appointments, meetings, and office activities.
Act as a point of contact for internal and external stakeholders for general inquiries.

Clerical Tasks:

Operate office equipment such as copiers, scanners, and printers as needed.
Perform data entry and maintain various databases related to office operations.
Ensure the office environment is organized, professional, and conducive to productivity.

Additional Tasks:

Support the team with additional administrative tasks as directed by management.
Assist with project coordination, as required, ensuring deadlines are met and deliverables are properly executed.
Be proactive in identifying areas for improving office efficiency and suggest solutions.