Administrative / Personal Assistant at Zercom Systems

Job Description

• As a Admin/ Personal Assistant, you will be the first point of contact for our organization. Duties include offering administrative support and providing personal assistant duties to the Managing Director.
• You will welcome guests and greet people who visit the business and you will also coordinate front-desk activities. Multitasking skill is essential for this position.
• Lead on the management of day to day operational matters associated with admissions & marketing.

Responsibilities

• Greet and welcome guests/visitors as soon as they arrive at the office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable
• Plan meetings and take detailed minutes
• Help with daily time management
• Providing real-time scheduling support by booking appointments and preventing conflicts.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order office supplies and keep inventory of stock
• Develop and maintain a filing system
• Assist in HR/Finance/Sales & Marketing team in general admin duties as assigned
• Perform all other ad hoc tasks assigned by the line manager.
• Anticipate the needs of others in order to ensure their seamless and positive experience.
• As a Personal Assistant, you will provide the following duties to the MD:
• Manage confidential information
• Managing the MD’s diary and organizing meetings and appointments
• Format information for internal and external communication – memos, emails, presentations, reports
• Reminding the MD of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Run errands as requested
• Other duties as required.

Requirements

• Minimum academic qualification of HND in any related discipline
• Minimum of 2 years of proven work experience as an Administrative Officer or similar role
• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MSWord, specifically)
• Strong organization and administrative skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail.
• Good time management and scheduling skills.