Administrative assistant

Responsibilities:

Office Administration & Records Management:

Maintain physical and electronic filing systems for company documents, HR files, and project records. Receive, sort, and dispatch incoming and outgoing mail, memos, and parcels. Monitor office supplies inventory and raise procurement requests. Ensure office equipment is functional and coordinate maintenance with vendors.

Communication & Scheduling:

Answer phone calls, emails, and respond to routine inquiries professionally. Manage executive/manager calendars: schedule meetings, appointments, and travel.\ Book meeting rooms, arrange refreshments, and prepare meeting logistics. Take minutes during meetings and circulate action points to relevant teams.

Documentation & Reporting:

Prepare reports, presentations, letters, proposals, and memos using MS Office/Google Workspace. Support data entry and update databases, HRMS, ERP, or project trackers. Process administrative forms: leave requests, staff requisitions, onboarding/offboarding documents. Compile weekly/monthly administrative reports for management.

Financial & Logistics Support:

Assist with petty cash management, expense claims, and invoice processing. Support travel arrangements: flight bookings, hotel reservations, and per diem processing. Coordinate office events, trainings, and workshops - venue, invites, and logistics. Liaise with vendors for office maintenance, cleaning, and supplies.

Executive & Departmental Support:

Provide direct support to Executives, HODs, or Program Managers with research and admin tasks. Track deadlines and follow up on assignments across departments. Maintain confidentiality of sensitive company, staff, and client information.

Requirements:

OND in Business Administration, Office Management, Public Administration, or a related field. BSc in any discipline for corporate, NGO, and multinational roles. Certificate in MS Office, Project Management, or Secretarial Studies. NYSC Discharge/Exemption certificate required for most full-time roles. 0-1 year. NYSC, internship, or volunteer admin experience accepted. 1-3 years for mid-level roles. Experience in corporate, NGO, or healthcare setting is an advantage. HMO experience for health admin roles, NGO experience for project admin roles.

Technical Skills:

Advanced Word, Excel (formulas, pivot tables, PowerPoint, Outlook. Google Workspace, Zoom, Teams, HRMS, ERP, CRM. 35+ WPM with high accuracy. Familiarity with filing systems and document control.

Core Competencies:

Strong multitasking and ability to prioritize tasks with competing deadlines. Excellent written and verbal English. Professional email and report writing. Accuracy in data entry, reports, and documentation. Proactive and resourceful in resolving office issues. Handle sensitive information discreetly. Professional, courteous, and able to work with all staff levels. Quick to learn new software and office tools.

KPIs:

 Accuracy and timeliness of reports and documentation Meeting scheduling and adherence rate Response time to emails/calls and internal requests Office supplies budget adherence and inventory management