Administrative Assistant & Receptionist at The Healthcare Federation of Nigeria "HFN"

Key Responsibilities
Front Office Management:

• Greet and welcome visitors and guests, ensuring a warm and professional reception experience.
• Answer and direct phone calls and manage general inquiries through email or in-person visits.
• Manage the office and reception area, ensuring it is well-presented and welcoming at all times.

Administrative Support:

• Assist in scheduling and organizing meetings for the Executive Secretary and other team members.
• Handle office correspondence, including receiving and distributing mail, packages, and other communications.
• Maintain office supplies and liaise with vendors for procurement of office materials.
• Ensure the office remains clean, organized, and operational at all times.

Minute-Taking:

• Assist in taking notes at Exco meetings.
• Draft timely minutes for Exco meetingsand follow up with the Executive Secretary for the execution of all tasks.

Office Management:

• Support the day-to-day running of the HFN Secretariat, including managing the office calendar and coordinating office events.
• Assist with document filing and maintaining proper documentation for office operations.
• Provide support in organizing internal and external events, including liaising with event vendors.

Executive Assistance:

• Work closely with the Executive Secretary to manage schedules, appointments, and internal communication.
• Support the Executive Secretary with tracking and following up on tasks, deliverables, and projects.
• Draft and send follow-up communications to stakeholders as required.

Required Skills & Qualifications

• Education: Minimum of an OND/HND in Business Administration, Secretarial Studies, or a related field.
• Experience: At least 2 years of experience in a front desk or administrative role.
• Strong organizational and multi-tasking skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong attention to detail and ability to take accurate minutes.

Key Attributes:

• Professional, courteous, and customer-focused demeanor.
• Highly proactive and able to follow up on tasks with minimal supervision.
• Excellent time management and organizational skills.
• Strong interpersonal skills and ability to communicate effectively with internal and external stakeholders.