Responsibilities

Reception and Communication

• Welcome visitors and address inquiries in person, by phone, and through email.
• Manage incoming calls, direct them to appropriate team members, and take messages when necessary.
• Oversee incoming and outgoing mail, parcels, and deliveries.

Meeting and Event Assistance

• Help with ordering, setting up, and cleaning up refreshments for meetings.

Administrative Support

• Format policies for publication.
• Track office supply inventory, place orders as needed, and handle related approvals and paperwork.
• Reconcile and manage a purchase card, ensuring adherence to procedures, and provide purchasing support to other staff as required.
• Coordinate the purchase of business cards and specialty items, liaising with vendors to meet established standards.
• Maintain and update desk procedures and guidelines.

Project and Operational Support

• Contribute to projects related to technology, document management, and policy updates.
• Address minor service requests.
• Perform additional related tasks as assigned.

Qualifications

Education and Experience

• Completion of secondary education or equivalent.
• At least two years of experience in administrative, clerical, or reception roles.
• Proficiency in MS Office (Word, Excel, Outlook) with a minimum of one year of practical experience.

Preferred Background

• Additional training or certification in office administration.
• Experience in an executive office environment or with government policies and database systems.
• Equivalent combinations of education and experience may be considered.

Skills and Competencies

• Typing speed of at least 50 words per minute.
• Professionalism in representing the organization to visitors, callers, and guests.
• Strong verbal and written communication skills.
• Ability to handle sensitive information with confidentiality and tact.
• Effective organizational and time-management skills.
• Capacity to work independently and collaboratively, fostering positive relationships.
• Ability to handle pressure, meet deadlines, and manage competing priorities.
• Attention to detail in reviewing and correcting written documents.
• Flexibility and adaptability to new procedures.