Administrative Support Specialist

Position Overview

The Administrative Assistant is tasked with providing comprehensive administrative support to the department, thereby ensuring the effective operation of daily activities. This role encompasses managing office tasks, coordinating communications, assisting with scheduling, maintaining records, and executing a variety of other administrative responsibilities to facilitate the smooth functioning of the department.

Key Responsibilities

• Respond to and manage all incoming telephone calls, emails, and correspondence in a prompt and professional manner.
• Schedule and coordinate meetings, appointments, and events, ensuring that all requisite arrangements are made.
• Prepare and organize materials for meetings, including agendas, presentations, and relevant documents.
• Maintain and update the departmental filing system to ensure that documents and records are easily accessible and properly archived.
• Responsible for reserving conference rooms for the Assistant Deputy Commissioner and directors, in addition to inputting visitor information into the building's visitor portal.
• Schedule both internal and external meetings.
• Assist in arranging, coordinating, and executing events.
• Ensure that all letters, reports, and documents are scanned and uploaded to the appropriate electronic files.
• Prepare memos and letters directed to both internal and external audiences.
• Ensure that paper files are organized, filed appropriately, and readily accessible.
• Undertake additional tasks as required.

Required Qualifications