Job Location: Houston, Texas.
Job Status: Full time
Job Purpose/ Key Objectives:
- The Office Administrator is responsible for coordinating administrative activities to ensure the efficient and smooth operation of the Houston office.
- The role includes performing secretarial duties and delivering high-quality administrative support to enhance overall organizational effectiveness.
Principal Accountabilities:
Office Management & Administration
- Office Management & Administration
- Oversee day-to-day office operations and administrative functions.
- Maintain a clean, orderly, and professional office environment.
- Organize office operations and procedures to ensure efficiency.
- Monitor and manage office supplies, equipment, and inventory.
- Track and process invoices related to office supplies and services.
- Design and maintain a comprehensive and efficient filing and recordkeeping system.
Communication & Coordination
- Receive, sort, and distribute incoming and outgoing mail and correspondence.
- Answer and route incoming phone calls to the appropriate personnel or department.
- Greet and direct visitors to the appropriate staff members.
- Ensure timely and accurate distribution of information while maintaining confidentiality of sensitive records.
- Attend all Admin team meetings and liaise and communicate daily with the Nigerian Admin team.
Calendar & Meeting Management
- Coordinate and manage complex calendars, including day-to-day scheduling and fiscal-year planning.
- Organize staff meetings, events, and off-site functions, including agenda preparation, logistics, and materials.
- Schedule meetings via Outlook and ensure necessary arrangements are in place.
Support Services
- Assist in preparing departmental budgets and expense reports.
- Prepare and monitor the office budget for supplies and services.
- Support onboarding of new hires, including workspace preparation and coordination with IT.
- Coordinate with the Logistics team for travel bookings, airport pick-ups/drop-offs, and hotel accommodations.
- Arrange travel cash advances and per diems, as needed.
Employee Engagement & Events
- Plan and coordinate staff events, including birthdays, social gatherings, and internal celebrations as directed.
General Responsibilities
- Organize and store paperwork, documents, and digital files.
Perform all other duties that are necessary and reasonably attached to this Office Administrator position and the fulfilment of its responsibilities.
- Any other responsibilities as assigned by the Senior Executive Assistant.
Job Requirements
Qualifications
- Minimum of a first degree in Administrative and Secretarial Procedures or a relevant Social Science field.
Experience
- 2 - 4 years of experience in a Secretarial/ Administrative/ Personal Assistant role.
- Previous Admin Management experience is an added advantage.
Knowledge, Skills & Competencies
- Proficient in the use of Microsoft Word, Outlook, PowerPoint, Excel, etc. to produce correspondence and documents and maintain, records, spreadsheets and databases.
- Must have clear and concise communication skills.
- Excellent time management and organizational skills
- Familiarity with office equipment (printers, copiers, phone systems, etc.)
- Must be extremely proficient at taking notes, memos and messages.
- Displays a pleasing and cordial personality.
- Must understand and be able to maintain utmost standards of confidentiality.
- Ability to multitask and meet changing deadlines
- Must be self-directed and able to complete projects with limited supervision
- Maintains staff confidentiality
- Working knowledge of email, scheduling, spreadsheets and presentation software.
Personal Attributes
- Strong attention to detail and accuracy.
- Professional demeanour and positive attitude
- Ability to assimilate, appraise and extract information quickly.
- Adaptable and resourceful under pressure
Other Requirements
- Must be legally eligible to work in the US.
- Must reside within the Houston, Texas vicinity.