Overview
We are currently seeking a detail-oriented and organized Administrative Assistant to provide comprehensive support to our Marketing and Communications team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.
Responsibilities
Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
Assist in the planning, execution, and monitoring of marketing campaigns across multiple channels (digital, print, social media, events).
Coordinate with internal teams and external vendors to ensure timely delivery of marketing materials.
Support the planning and execution of company events, including webinars, conferences, and networking events.
Prepare regular reports on marketing activities and metrics for internal stakeholders.
Assist in managing logistics, guest lists, and promotional activities related to events.
Prepare reports, agendas, and papers for meetings.
Assist in data entry, generating reports, and compiling information as required by the team.
Support team members with MS Word, PowerPoint and Excel based tasks.
Ensure reports and outputs are in line with formatting standards.
Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
Arrange and execute post and courier services.
Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
Handle computer/database (KF Database, Contacts Register, Hub).
Maintain correct contact information on People Search for the department.
Skills and Qualifications
Minimum of 3 years proven experience as an Administrative Assistant, Secretary, or similar role.
Excellent interpersonal and communications skills.
Strong organizational and problem-solving abilities.
Ability to take initiative and work proactively.
Ability to work through periods of high workload.
Attention to detail and a high level of accuracy.
Ability to maintain confidentiality and handle sensitive information.
Strong team player with the ability to build relationships.
Flexibility, adaptability, and a co-operative attitude.
Understanding of regional business culture and regulations.
Software: Microsoft Office programs (Excel, PowerPoint, Outlook) to a proficient level including mail merge, with advanced proficiency in Microsoft Word.
Language skills: Fluency in English, written and verbal.