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, procedures, and practices, providing procedural 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 work performed by other office support staff; coordinate activities across the division.
- Establish internal procedures and tracking systems for correspondence and documents; verify work against corporate standards; monitor work progress.
- Respond to written inquiries and draft responses to non-routine questions; coordinate responses to sensitive enquiries.
- Follow up on preparation of reports, correspondence, briefing notes and other documents; review documents and make changes to format or style; conduct research and prepare briefing materials; provide informal translations.
- Evaluate ongoing support requirements, adapt service provision, and solve operational problems.
- Ensure 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.
- Relevant experience in a front office and/or large technical teams, including handling official correspondence, protocol matters, provision of guidance, mentoring and supervision to junior General Service staff.
- Analytical skills and ability to manage and monitor large volumes of complex and diversified correspondence and documentation, often of a confidential and sensitive nature.
- Experience with the organization of high-level events and Governing Bodies' sessions.
Qualifications
Secondary School Education.
