Administrative Assistant Job Description

We are looking for an administrative assistant to keep our office organised and our teams supported. You will manage documents and records, handle correspondence, coordinate schedules and take care of the many small tasks that keep a company running. The role suits someone methodical and dependable who enjoys being the person colleagues turn to for answers. You will report to the office or operations manager and work with every department.

Responsibilities

• Maintain accurate paper and digital filing systems and keep records up to date
• Prepare, proofread and format documents, letters, presentations and reports
• Manage incoming and outgoing correspondence by email, phone and post
• Schedule meetings, appointments and travel for team members and coordinate calendars
• Enter data into internal systems and check it for accuracy and completeness
• Process purchase orders, invoices and expense claims and pass them to finance for approval
• Order and monitor office supplies and liaise with suppliers and service providers
• Prepare onboarding paperwork and support HR with employee documents and records
• Take minutes at meetings and follow up on agreed actions
• Track deadlines for contracts, licences and renewals and remind the people concerned

Requirements

• Strong organisation and attention to detail
• Good written and spoken command of the working language
• Proficiency with word processing, spreadsheets and email
• Ability to prioritise several tasks and meet deadlines
• Reliability and discretion with sensitive documents
• Courteous, helpful manner with colleagues and external contacts
• Experience in an administrative or office support role, or relevant training

Nice to Have

• Experience with an ERP, accounting or document management system
• Basic knowledge of bookkeeping or invoicing procedures
• A second language
• Experience in our sector