Administrative Assistants at Hamilton Lloyd and Associates

Job Summary

• The Administrative Assistant shall perform a variety of administrative and clerical tasks. Which includes providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

Job Responsibilities

• Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures.
• Creates and revises systems and procedures by analysing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Resolves administrative problems by coordinating preparation of reports, analysing data, and identifying solutions
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Completes operational requirements by scheduling and assigning administrative projects; expediting work results.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.

Man Specification

• Required Education: Degree in Business Administration or any other related course
• Required Experience: 4 - 6 years of similar work experience

Required Skills/Abilities

• Proven experience as an administrative assistant, virtual assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, like printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task.