Overview
The Office Associate leads and coordinates office and management support functions, ensuring the smooth flow of work and information by setting priorities and organizing daily tasks. The role requires in-depth knowledge of office policies and procedures, providing guidance to managers and staff.
Key Responsibilities
- Analyse, manage and monitor complex correspondence and documentation, ensuring appropriate routing, reply, prioritization, accuracy, consistency, informal translation and timeliness.
- Provide information and guidance to staff, ensuring understanding of intent and deadlines.
- Arrange appointments and duty travels, maintain supervisor's calendar and receive visitors.
- Organize high-level meetings, finalize agendas and invitations, ensure production and distribution of documentation, take notes and prepare minutes, and follow up on actions.
- Organize and coordinate the work of other office support staff, and coordinate divisional activities.
- Establish internal procedures and tracking systems for correspondence and documents, verify work against corporate standards, and monitor progress.
- Respond to written inquiries and draft responses to non-routine questions, and coordinate responses to sensitive enquiries.
- Follow up on the preparation of reports, correspondence, briefing notes and other documents, review documents for format or style, conduct research, and prepare briefing materials.
- Evaluate ongoing support requirements, adapt service provision, and solve operational problems.
- Ensure the initiation of a variety of transactions in computerized administrative systems.
- Perform other duties as required.
Required Experience
Five years of relevant experience in management and office support work.
Qualifications
Secondary School Education.
