Puma Administrative Assistant
2 months ago
Main Purpose:
Provide high level, timely and effective administrative support for an office, business units department, or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge of the organization’s operations, procedures, methods, practices and people. May handle department specific clerical activities.
Knowledge Skills and Abilities, Key Responsibilities:
Roles and Responsibilities:
1. Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff.
2. Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing, and organizing.
3. Accurately transcribe, type, format, and proof read a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. May use desk top publishing software to design more complex documents.
4. Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available.
5. Use office equipment such as photocopiers, faxes, scanners and printers. Perform basic maintenance to keep equipment in a good working order (for example, clean, change toner, supply paper). Maintain office supplies. Keep office inventory and equipment clean and organized. To deal with any ad hoc office issues, repairs, replacements, set ups, etc.
Skills and Requirements:
**Experience**:
- High school diploma or equivalent
- 2-3 years administrative / clerical support experience
- Any appropriate combination of education, certifications and/or relevant work experience will be considered.
- MS-Word, Excel, PowerPoint, Outlook.
Competencies:
- Ability to communicate with all levels - written and spoken
- Highly organised; analytical skills; service orientation
- Sense of urgency
- Motivated
- Responsible
- Must be able to work without supervision
- Should possess a pleasant phone manner and professional demeanor
- Close attention to detail and ability to handle multiple tasks
- Must follow through on tasks
- Strong interpersonal skills
- Ability to set/prioritize management schedule effectively
- Ability to meet deadlines in a fast paced environment and to exercise discretion in handling confidential matters.
Key Relationships and Department Overview:
- Internal - Business units department
- External - Visitors, customers
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