Administrative Assistant

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