We are seeking a highly organized and detail-oriented Admin Assistant to join our team. As an Admin Assistant, you will play a vital role in ensuring the smooth and efficient operation of our office environment. Your responsibilities will span across administrative coordination, internal and external communications, social media moderation, and employee support.
This role requires excellent communication skills, strong organizational abilities, and a proactive problem-solving mindset. You will also be actively involved in managing and moderating our company’s presence on platforms like LinkedIn and other social media channels.
Responsibilities
- Administrative Support
Handle daily administrative tasks such as correspondence, managing calls, scheduling appointments, and managing office supplies and equipment.
Maintain professional documentation, filing systems, and physical/digital records. - Office Coordination
Oversee day-to-day office operations and ensure compliance with internal processes and policies.
Assist in managing office budgets and implementing organizational systems.
Coordinate with vendors and suppliers for smooth office functioning. - Front Desk and Guest Management
Greet visitors professionally, answer inquiries, and direct them appropriately.
Maintain a clean and welcoming reception area. - Communication & Correspondence
Draft, format, and send internal and external communications including memos, emails, and letters.
Manage mail distribution and courier tracking. - Calendar and Meeting Management
Schedule and organize meetings, appointments, and travel arrangements for staff and management.
Prepare agendas, record meeting minutes, and distribute relevant materials. - Records & File Management
Maintain accurate and up-to-date files, databases, and company records.
Ensure confidentiality and secure access to sensitive documents. - Financial Administration
Assist in managing budgets, monitoring expenses, and processing invoices, reimbursements, and claims.
Support financial documentation preparation and reporting. - Human Resources Support
Support HR functions such as posting job vacancies, scheduling interviews, and onboarding processes.
Maintain and update employee records and assist with employee requests. - Office Maintenance
Coordinate cleaning, repairs, renovations, and ensure all equipment and facilities are functioning well.
Report and follow up on any maintenance issues. - Social Media Moderation & LinkedIn Activity
Monitor and moderate content on the company’s LinkedIn page and other social media profiles to ensure brand consistency and engagement.
Schedule and manage posts, respond to comments and messages, and assist in tracking engagement metrics.
Collaborate with the marketing team to maintain a professional and active digital presence.
Qualifications and Skills
- High school diploma or equivalent; certifications in office administration or related fields are a plus.
- Proven experience in administrative roles, preferably as an administrative or executive assistant.
- Strong organization, multitasking, and time-management abilities.
- Excellent communication skills (written and verbal).
- Proficiency with MS Office (Word, Excel, Outlook, PowerPoint) and digital productivity tools.
- Basic knowledge of accounting processes and financial documentation.
- Discretion in handling sensitive information.
- Familiarity with LinkedIn and other major social platforms (Facebook, Instagram, etc.) for moderation and business use.
- Tech-savvy with the ability to learn and adapt to new tools quickly.
- Collaborative mindset and a positive, professional attitude.
Important: Please, answer ALL the following questions in the notes section
- What makes you the ideal candidate for this position?
- What is the biggest challenge you’ve faced in your current or previous role? How did you overcome this challenge? What was the outcome?
- How many years of experience do you have?
- If we offer you a position, when would you be available to start?
- Have you read and answered our previous questions carefully? Because your answers will be taken into consideration when evaluating.
We at NamaaIT wish you all the best and thank you for the valuable time that you spent applying for this job.
Our best regards.
