Administrative Assistant

Position Summary

• The Administrative Assistant will provide day-to-day administrative and clerical support to ensure the efficient operation of the office. The successful candidate will assist in managing office communications, maintaining records, coordinating meetings, supporting consultants with administrative tasks, and delivering exceptional service to both internal and external stakeholders.

Key Responsibilities

• Provide administrative support to management, consultants, and other departments.
• Receive visitors, answer telephone calls, and respond to general inquiries professionally.
• Manage incoming and outgoing correspondence, including emails, letters, and courier services.
• Schedule meetings, appointments, and conference room bookings.
• Prepare, format, and proofread reports, presentations, proposals, and other business documents.
• Maintain organized physical and electronic filing systems.
• Coordinate office supplies and monitor inventory levels.
• Assist with procurement requests and liaise with vendors for office-related purchases.
• Support travel arrangements, accommodation bookings, and meeting logistics.
• Record meeting minutes and follow up on action items where required.
• Maintain confidential company and client records with a high level of discretion.
• Assist in organizing company events, workshops, and training sessions.
• Support finance and HR teams with administrative documentation as needed.
• Ensure the office environment remains organized, professional, and well-maintained.
• Perform any other administrative duties assigned by management.

Requirements

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Administration, Secretarial Studies, Public Administration, or a related field.
• Certification in Office Administration, Secretarial Studies, or Business Administration will be an added advantage.

Experience

• Minimum of 3–5 years of experience in an administrative support role.
• Experience in Construction, Architecture, Urban Design, or related sectors is highly desirable 
• Proven experience managing office documentation and providing administrative support to multiple stakeholders.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of professionalism and customer service orientation.
• Strong attention to detail and accuracy.
• Excellent time management skills with the ability to prioritize competing tasks.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prepare professional business correspondence and reports.
• Strong interpersonal skills with the ability to work effectively across teams.
• Ability to maintain confidentiality and exercise sound judgment.
• Basic knowledge of office administration procedures and records management.

Personal Attributes

• Professional and well-presented.
• Friendly, approachable, and service-oriented.
• Reliable and dependable.
• Proactive with a positive attitude.
• Highly organized and detail-oriented.
• Able to work independently while contributing effectively to a team.
• Adaptable and capable of working in a fast-paced consulting environment.