Receptionist/administrative Assistant Job Description Template (Page 2 of 2) in pdf

Receptionist/administrative Assistant Job Description Template Page 2

Tool 3.22

Administrative and Other Duties:

Ensures the facilities are kept clean and the proper functioning of the telephone, fax,

photocopy machine, etc.;

Ensures the availability of drinking water, coffee and tea for staff and visitors;

Maintains the membership data information;

Maintains the association’s centralised record keeping system (electronic and paper copies).

Support to the President or Executive Director/Chief Executive Officer:

Assists in preparing the Board/Executive Committee meetings (making copies of the agenda

and other meeting documents, preparing the meeting room, ensuring that tea and coffee is

available, etc.);

Reminds Board/Executive Committee members of upcoming meetings via text messaging a

week and a day before the meeting;

Maintains the President or Executive Director/Chief Executive Officer’s contact list

(distribution lists, business cards, etc.);

Assists the President or Executive Director/Chief Executive Officer in responding to their

mail.

Mail (external/internal):

Receives and sorts through all incoming mail and package deliveries;

Organises and prepares all outgoing mail and packages.

Qualifications:

College diploma in a related field, with related experience (3–5 years)

Experience in office administration

Experience and knowledge of Microsoft Office Suite

Excellent communication skills, autonomy, resourcefulness and ability to work alone and

as part of a team

Proficient in [PREFERRED LANGUAGE] (written and spoken)

Receptionist/administrative Assistant Job Description Template Page 2