Admin Assistant at Northern Corridor Transit and Transport Agreement (NCTTA)

Job Purpose

To provide efficient, reliable, and proactive administrative support that enables the smooth day-to-day operation of the office and team. The ideal candidate will be the backbone of our office operations, ensuring smooth workflows, effective communication, and efficient administrative processes in a dynamic, multicultural, and fast-paced intergovernmental environment.

Duties & Responsibilities:
General Office Support

• Answering phones, managing correspondence (email and physical mail), scheduling appointments, maintaining files, and coordinating travel arrangements, and ssisting with general office duties.
• Communication Management (Client /visitor interaction) Greeting and assisting visitors, acting as a point of contact for internal and external stakeholders, and escalating issues as needed.

Scheduling, Coordination & Event Planning

• Scheduling appointments, managing calendars, and coordinating meetings, minute taking and travel arrangements and assist with event logistics, including venue bookings, and attendee management.

Confidentiality and Document Management

• Handling sensitive information with discretion and professionalism and preparation, editing, and distribution of documents, reports, and presentations. Assisting with tasks like document preparation, and report generation.

Any other assigned administrative tasks by the supervisor

Qualifications and experience:

• Education: A degree in Public Relations, Front Office Management, Business Administration, and or Public Administration or a diploma with reasonable work experience.
• Work Experience: A minimum 3 to five 5 years of proven experience as an administrative assistant, executive assistant, or in a similar role in a busy office environment. Experience in an international or intergovernmental organization is an added advantage.
• Good knowledge of office management including records management is essential.
• IT Proficiency: Working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management systems (e.g., Google Workspace, document management systems