Administrative Assistant , Karachi
Job Posted: 28.09.2021 14:22:26
Essential Job Functions: Maintain calendar and scheduling. Screen calls, take messages, respond to inquiries and requests for information as directed. Maintain General Manager files and information flow including inbox/outbox, email, mail, etc. Research, filing, document preparation as directed. Prepare, type, format, and proofread a wide variety of documentation including board reports, correspondence, memos, statistical charts, newsletters, forms, website content, etc. Review materials for completeness, accuracy, format. Understand and apply applicable policies and procedures, laws, regulations, and rules. Maintain calendars including Google calendars, meeting calendars, and others as assigned; organize and schedule meetings. Maintain office filing system including paper files/file cabinets, shared electronic files. Implement and maintain agency‐wide file naming convention for shared electronic files; prepare and maintain shared electronic filing structure for all computers. Organize and maintain various administrative, reference, library items, and other files. Support Records Management program; identify and process documents for archiving or destruction; maintain and keep current all safe deposit box contents. Maintain organization of policies and procedures; keep current documents available. Research and compile a variety of informational and/or confidential materials from sources both inside and outside the agency; summarize information as directed. Work with public information department; assist with the distribution of newsletters, mailers, email as needed. Prepare, format, essential/confidential document, reports, attachments, charts, and other documentation. Transcribe, prepare, and format minutes for approval if applicable. Assist with packet preparation and distribution. Respond to public information requests as directed. Conduct salary and benefits surveys. Update and maintain employee evaluation schedule. Coordinate safety training; maintain safety training tracking log; manage safety quizzes, manage online safety training. Assist in recruitment: prepare pre‐recruitment information and schedule, schedule interviews, process incoming applications. Operate and maintain a wide variety of office equipment including copiers, fax machines, scanners, computer. Work with vendors and service providers to keep office systems always functioning smoothly. Maintain office furniture and storage layout, suggest improvements, implement changes as needed or directed. Manage office consumables including office supplies, postage system, kitchen supplies, printer, and copier supplies, stationery, etc. Maintain telephone system (programming, maintenance, repair, training). Perform other related duties as assigned. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities.
