Administrative Assistant job at Women's International Peace Centre | Apply Now

General Administrative Support:

• Manage office communications, including answering phones, responding to emails, and handling correspondence.

• Greet visitors and direct them to the appropriate person or department.

Scheduling and Calendar Management:

• Maintain and update calendars for staff, scheduling appointments, meetings, and events.

• Coordinate meeting logistics, including booking conference rooms and arranging for equipment or refreshments.

Documentation and Filing:

• Organize and maintain electronic and paper files, ensuring documents are easily accessible.

• Prepare, proofread, and edit documents, reports, and presentations.

Data Entry and Database Management:

• Enter and update data in various databases and ensure accuracy and confidentiality.

• Generate reports from databases as required.

Office Supplies and Inventory Management:

• Monitor and order office supplies, ensuring adequate stock levels.

• Maintain an organized inventory of office supplies and equipment.

Financial and Accounting Support:

• Assist with basic bookkeeping tasks, such as processing invoices, expense reports, and reimbursements.

• Reconcile petty cash and prepare financial reports as needed.

Travel Arrangements:

• Arrange travel logistics for staff, including booking flights, accommodations, and transportation.

• Prepare travel itineraries and ensure all necessary travel documents are in order.

Meeting and Event Coordination:

• Assist in planning and organizing company events, meetings, and conferences.

• Prepare agendas, take minutes, and follow up on action items from meetings.

Communication and Correspondence:

• Draft and distribute internal communications, such as memos and announcements.

• Handle incoming and outgoing mail and packages.

Support to Senior Staff:

• Provide direct administrative support to senior management, including managing calendars, preparing documents, and coordinating meetings.

• Handle confidential and sensitive information with discretion.

Customer Service:

• Address inquiries from clients, suppliers, and other stakeholders promptly and professionally.

• Resolve any administrative issues or concerns raised by staff or external parties.

Special Projects:

Assist with special projects as assigned, which may include research, data analysis, or coordination of specific initiatives.

Collaborate with different departments to ensure project tasks are completed efficiently.