We are seeking a full-time Office Administrator to join our rapidly growing team. This role will report to the Directors.
The ideal candidate will be highly detail oriented and organized, positive, solution-minded, trustworthy and quick learner. In addition, they must be diligent with responses and follow-ups, proactive with anticipating needs and a good listener who is able to understand and execute tasks fully that are delegated to them in a fast paced environment.
Having strong communication skills(written and verbal), professional demeanor, a can-do attitude, and prior experience in operations and/or as an administrative position is a must.
Prior experience working in the media, agency or marketing industries is an added advantage
· Coordinate and oversee all office activities and functions by ensuring adherence to relevant company procedures and policies.
Oversees telephone services, email correspondence, and mail distribution.
Create and modify documents such as reports, memos, letters and using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, or other business programs.
Oversee and approve all incoming and outgoing client contracts, quotations, LPOs and invoices.
Build and maintain effective working relationships and networks with clients, stakeholders, County Governments, and agencies to ensure continuous partnership in business.
Maintains and continuously updates client and vendor contact details.
Regular communication with current and potential clients.
Maintains records, documentation, and files, particularly more complex or sensitive files pertaining to the operations of the company.
Assists support staff with their assigned duties, particularly when more advanced, skilled, or sensitive work is required.
Prepares agendas, makes travel arrangements, and maintains calendars for the management.
Participates in management meetings with the Directors
Other duties as assigned by the directors.
Excellent verbal and written communication skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Must have a positive can-do attitude
Strong supervisory and leadership skills.
Ability to prioritize tasks and to delegate them when appropriate.
Ability to function well in a high-paced and at times stressful environment.
Basic understanding of how to operate standard business equipment.
Proficient with Microsoft Office Suite or related software.
Creative design skills are a plus.
Education and Experience:
High school diploma or equivalent required.
University degree in business or marketing related field preferred.
1-3 years of prior administrative/executive assistant or operations experience.
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