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Administrative Assistant
3 months ago
Location: [Insert Location]
Reports to: Operations Manager
Job Summary
The Administrative Assistant at Jenniez School of African Interior Design and Jenniez Designs will provide essential administrative support to ensure the efficient day-to-day operations of the business. This individual will be responsible for a wide range of tasks, including office management, scheduling, communication, and data entry. The Administrative Assistant will serve as a key point of contact for both internal teams and external clients, helping to maintain a well-organized and productive environment. The role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
Key Responsibilities
1. Office Management and Support
Manage daily office operations, ensuring the office is clean, well-organized, and stocked with necessary supplies.
Coordinate with vendors and suppliers for office maintenance, equipment repairs, and other office needs.
Maintain office filing systems, both electronic and physical, ensuring important documents are well-organized and accessible.
Monitor and manage office inventory, placing orders for supplies when necessary.
2. Scheduling and Calendar Management
Manage the calendars of senior staff, including the CEO and Operations Manager, scheduling meetings, appointments, and travel arrangements.
Coordinate internal and external meetings, ensuring meeting spaces are prepared and all necessary materials are available.
Send meeting reminders, prepare agendas, and take minutes for important meetings.
Assist with planning and organizing company events, conferences, and workshops, ensuring all logistics are in place.
3. Communication and Correspondence
Serve as the first point of contact for incoming calls, emails, and visitors, providing excellent customer service and routing inquiries to the appropriate team members.
Draft, edit, and proofread documents, emails, and reports for internal and external communication.
Respond to general inquiries from students, clients, and suppliers in a timely and professional manner.
Assist with managing social media and website updates as required by the marketing team.
4. Data Entry and Record Keeping
Maintain accurate records of student enrollments, design project details, client contracts, and other key business documents.
Input data into company systems, ensuring all information is accurate and up-to-date.
Assist in generating reports for the CEO, Operations Manager, and other senior staff as needed.
Organize and archive important documents and records, ensuring compliance with company and legal retention policies.
5. Financial and Billing Support
Assist the Finance Manager with basic financial tasks, including processing invoices, expense reports, and reimbursement requests.
Help track payments and follow up on outstanding invoices or tuition fees, ensuring timely collections.
Reconcile office expenses, maintain petty cash, and track receipts for financial reporting.
Prepare financial reports related to office expenditures and budgets as needed.
6. Student and Client Support
Serve as a point of contact for prospective students and design clients, answering questions about enrollment, courses, and design services.
Assist with the student enrollment process, collecting and verifying necessary documentation.
Help manage client inquiries and follow up on communications related to design projects or services.
Provide administrative support to instructors, including preparing course materials and managing student records.
7. Travel and Event Coordination
Make travel arrangements for senior staff, instructors, or external speakers, including booking flights, accommodation, and transportation.
Assist with the organization and logistics of company events, workshops, and student exhibitions.
Ensure all event logistics, including invitations, catering, and venue setup, are managed effectively.
Coordinate attendance for internal and external events, ensuring attendees have all necessary information.
8. General Administrative Support
Support the Operations Manager and other senior staff with various administrative tasks as needed.
Assist in preparing presentations, reports, and spreadsheets for meetings or presentations.
Conduct basic research for the team, gathering information on suppliers, trends, or industry news as needed.
Handle confidential and sensitive information with discretion.
Qualifications and Experience
Education:
High school diploma or equivalent required; additional qualifications in office administration or related fields are a plus.
An Associate’s or Bachelor’s degree in Business Administration or a related field is preferred but not mandatory.
Experience:
2-4 years of experience as an administrative assistant, office assistant, or in a similar role.
Experience in a creative or educational environment, such as a design school, is a plus.
Proficiency in office management systems and procedures.
Strong familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, or other relevant software.
Skills:
Excellent organizational and time management skills.
Strong written and verbal communication abilities.
Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
Strong attention to detail and problem-solving skills.
Ability to work independently and collaboratively within a team.
Proficient in office technology, including printers, copiers, and communication tools.
Key Competencies
Organization: Ability to manage multiple tasks, maintain office systems, and prioritize effectively.
Communication: Strong interpersonal and communication skills, with the ability to interact professionally with students, clients, and staff.
Customer Service: Focused on providing excellent support to internal teams and external clients.
Problem-Solving: Ability to anticipate needs, address issues proactively, and find efficient solutions.
Attention to Detail: Thorough in completing tasks, maintaining accurate records, and managing important documents.
Teamwork: Willingness to collaborate with others and contribute to a positive working environment.
