Job Title: Administrative Assistant (Multi-Entity Support)
Virtual Full Time Position
Position Summary
We are seeking a highly organized, detail-oriented Administrative Assistant to provide administrative support across multiple business entities. This role is responsible for ensuring efficient day-to-day operations by managing communications, coordinating services, and supporting internal teams through a wide range of administrative functions.
The ideal candidate is proactive, adaptable, and capable of multitasking in a fast-paced, multi-portfolio environment.
Key Responsibilities
Communication & Coordination
- Answer and manage incoming telephone calls, emails, and general inquiries
- Direct inquiries to the appropriate departments or personnel
- Maintain professional and responsive communication with clients, partners, and internal teams
- Track communications and ensure timely responses and follow-ups
Administrative Support
- Perform general administrative duties including filing, data entry, and document preparation
- Maintain organized records across multiple business entities
- Assist with scheduling meetings, appointments, and calendars
- Prepare reports, summaries, and correspondence as required
Service Coordination
- Coordinate services and requests between departments and external providers
- Ensure all requests are logged, tracked, and followed through to completion
- Monitor progress and provide updates to stakeholders
Information Management
- Maintain accurate databases and records
- Ensure proper documentation and information flow between departments
- Assist in maintaining compliance with company procedures and protocols
Cross-Entity Support
- Provide administrative assistance across multiple business units
- Adapt to varying priorities and workflows between different entities
- Support business operations, projects, and team initiatives
Ad Hoc Duties
- Perform additional administrative and operational tasks as assigned
- Support special projects, events, or business initiatives
KPIs & Performance Metrics
1. Communication Efficiency
- Response Time:
- Emails responded to within 24 hours
- Calls answered or returned within same business day
- Call Handling Quality:
- Accurate routing of inquiries (≥95% correctly directed)
- Follow-Up Completion Rate:
- ≥95% of inquiries tracked and closed
2. Task & Workflow Management
- Task Completion Rate:
- ≥95% of assigned tasks completed on time
- Turnaround Time:
- Standard admin requests completed within 24–48 hours
- Backlog Control:
- Maintain minimal pending tasks (target: < 10 active overdue items)
3. Service Coordination Performance
- Request Tracking Accuracy:
- 100% of service requests logged and documented
- Completion Rate:
- ≥90% of coordinated requests completed within agreed timelines
- Stakeholder Updates:
- Regular updates provided on all active requests
4. Data & Record Accuracy
- Data Entry Accuracy:
- ≥98% accuracy in records and documentation
- File Management:
- All systems maintained in organized and audit-ready condition
- Compliance Adherence:
- 100% compliance with internal documentation procedures
5. Productivity & Time Management
- Multi-Entity Efficiency:
- Ability to manage workload across multiple entities without delays
- Calendar Management Accuracy:
- ≥98% accuracy in scheduling (minimal conflicts/errors)
- Work Prioritization:
- Demonstrates effective prioritization of urgent vs routine tasks
6. Customer & Internal Satisfaction
- Response Quality:
- Positive feedback from internal teams and clients
- Professionalism:
- Maintains high standard of communication and service delivery
- Issue Resolution:
- Timely and effective handling of escalations
7. Initiative & Adaptability
- Process Improvement Contributions:
- Identifies and suggests workflow improvements
- Flexibility:
- Effectively adapts to shifting priorities and business needs
- Reliability:
- Consistent performance with minimal supervision
Qualifications & Requirements
- Proven experience in an administrative or office support role
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Ability to multitask and prioritize across multiple responsibilities
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Professional demeanor with strong customer service orientation
- High level of discretion and confidentiality
Reporting Line
Reports to: Operations Manager / Business Development Manager
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