Office Coordinator/ Personal Assistant

About the role

Office Coordinator/Personal Assistant report directly to CAO

Office Coordinator/PA are responsible for running and coordinating the day-to-day administrative duties and office of an organisation.

Office Coordinator/PA highlights the importance of organisational skills, communication skills and the capacity to manage several tasks or requests simultaneously. Soft skills such as being professional and exceptional with time management are also valuable.

Key responsibilities

  • Answering and directing phone calls to relevant staff
  • Scheduling meetings and appointments
  • Ordering and taking stock of office supplies
  • Assists office staff in maintaining files and databases
  • Monitors office operations
  • Being a point of contact for a range of staff and external stakeholders
  • Preparing documents for meetings and business trips
  • Processing and directing mail and incoming packages or deliveries
  • Greeting and directing visitors and new staff to the organisation
  • Writing and issuing emails to teams and departments on behalf of teams or senior staff
  • Researching and booking travel arrangements for staff members
  • Finding ways to improve administrative processes
  • High level of attention to detail and ability to quickly solve problems
  • Support Hr department

Specific Skills

  • At least 2 years of proven experience in a busy office environment, personal assistant experience preferable
  • The ability to multitask and prioritise
  • Excellent time management skills
  • Well-developed organisational skills
  • Professional discretion
  • Exceptional communication skills, both written and verbal
  • A keen eye for detail and the ability to think forward
  • A flexible and adaptive attitude
  • Intermediate to advanced Microsoft Office suite skills and knowledge, including Outlook, Word and Excel
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