Administrative Assistant

• Document Preparation: Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.
• Correspondence: Open and distribute mail, and use form letters or emails to respond to routine requests.
• Business Meetings/Events Arrangement: Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following detailed instructions to facilitate business meetings.
• Administration: Conduct data entry into company systems, and review and verify the information to ensure accuracy and accessibility.
• Data Collection and Analysis: Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Client & Customer Management (Internal): Help manage internal client relationships by carrying out simple procedural tasks.
• Document Management: Create, organize, and maintain files containing the correspondence and records of a senior colleague.
• Work Scheduling and Allocation: Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.

• Ensures Accountability - Holds self and others accountable to meet commitments. For example, accepts responsibility for own work, both successes and failures. Handles fair share and does not make excuses for problems. Usually meets commitments to others.
• Collaborates - Builds partnerships and works collaboratively with others to meet shared objectives. For example, finds many ways to add value to the team; probes to draw out richer input from others; is a valued resource who goes out of the way to help others.
• Communicates Effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. For example, pays attention to others' insights, advice, or instruction, grasping the main elements. Promptly shares relevant information with the right amount of detail.
• Manages Complexity - Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. For example, looks at complex issues from multiple angles; explores issues to uncover underlying issues and root causes; sees the main consequences and implications of different options.
• Plans and Aligns - Plans and prioritizes work to meet commitments aligned with organizational goals. For example, outlines clear plans that put actions in a logical sequence; conveys some time frames. Aligns own work with relevant workgroups. Takes some steps to reduce bottlenecks and speed up the work.
• Tech Savvy - Anticipates and adopts innovations in business-building digital and technology applications. For example, successfully leverages the latest technologies to increase performance. Quickly embraces and masters new technological advances adopted by the organization. May help others learn the terminology.

• Verbal Communication - Works at an intermediate level to express ideas, request actions, formulate plans, & policies by means of clear and effective verbal communications. Typically works with guidance.
• Computer Skills - Works with full competence to understand and effectively use standard office equipment and standard software packages to support business processes. Typically works without supervision and may provide technical guidance.
• Calendar and Scheduling - Works at an intermediate level to utilize calendar and scheduling tools. Typically works with guidance.
• Electronic Mail Expertise - Works at an intermediate level to use email systems. Typically works with guidance.
• Planning and Organizing - Works at an intermediate level to plan, organize, prioritize and oversee activities to efficiently meet objectives. Typically works with guidance.
• Reporting - Works at an intermediate level to create reports for various audiences as relevant, in a lucid and effective manner, keeping in mind the purpose of reports. Typically works with guidance.
• Numerical Skills - Works at an intermediate level to understand numerical concepts and use them to carry out mathematical operations e.g. in order to analyze reports. Typically works with guidance.
• Desktop Publishing - Works at an intermediate level to create documents using page-layout software on a personal/desktop computer. Typically works with guidance.
• Office Systems Management - Works at a basic level to select and deploy the appropriate office system and to use it to optimum effect. Typically works under close supervision.
• Document Management - Works at an intermediate level to use document management tools to manage, view, organize, and store documents. Typically works with guidance.
• Word Processor Software - Works at an intermediate level to use word processing software and tools. Typically works with guidance.
• File System Management - Works at an intermediate level to utilize systems and tools to facilitate indexing, partitioning, and secure transfer of files. Typically works with guidance.
• Information Management - Works at an intermediate level to manage the collection, structure, and maintenance of information collected, including traceability, levels of abstraction, reuse requirements, and how to store and access data/information. Typically works with guidance.
• Attention to Detail - Works at an intermediate level to achieve thoroughness and accuracy when accomplishing a task. Typically works with guidance.
• Flexibility - Works at an intermediate level to change actions or plans at short notice. Typically works with guidance.

• Upper Secondary School

• General Experience: Sound experience and understanding of straightforward procedures or systems (7 to 12 months)
• Managerial Experience: None

• Focus - Preference for organization, procedure, and exactitude.
• Need for Achievement - A tendency to work intensely to achieve and exceed difficult standards.
• Persistence - A tendency toward passionate and steadfast pursuit of long-term goals, in spite of obstacles, discouragement, or distraction.
• Adaptability - Comfort with unanticipated changes of direction or approach.
• Openness to Differences - A desire to consider and explore differences in perspective, thought, and experience of persons from a variety of backgrounds.
• Curiosity - The extent to which a person is likely to tackle problems in a novel way, see patterns in complex information, and pursue deep understanding.
• Composure - The ability to stay calm and poised in stressful, difficult, or ambiguous situations.
• Humility - The degree to which a person is seen as courteous, free from self-absorption, and easy to get along with.
• Optimism - The degree to which people are comfortable with themselves and positive about life.
• Confidence - The degree to which a person is convinced that they control the course of events in their lives.
• Credibility - The degree of consistency between a person's words and actions.
• Trust - An expectation of honesty and forthrightness on the part of oneself and others.
• Sociability - The natural inclination to engage with and interact with others.
• Situational Self-Awareness - The ability to stay attuned to one's own experiences, motivations, and reactions in the present moment.
• Tolerance of Ambiguity - Comfort with uncertain, vague, or contradictory information that prevents a clear understanding or direction.
• Empathy - Being attuned to others' feelings,motivations and concerns.
• Affiliation - A preference for aligning with a larger team or organization toward a common goal.
• Risk-Taking - A willingness to take a stand or take chances based on limited information.
• Influence - The ability to motivate and persuade others.
• Assertiveness - The degree to which people enjoy taking charge and directing others.

GHD