Administrative Assistant / Visual Assistant

We are seeking a highly organized, detail-oriented, creative, and proactive Administrative Assistant / Visual Assistant to provide administrative, operational, and visual support to the organization.

The successful candidate will be responsible for handling daily administrative tasks, coordinating office activities, maintaining records, organizing documents, managing communications, and assisting with the creation and preparation of visual materials.

This position combines traditional administrative responsibilities with creative support, requiring someone who is comfortable managing office operations while also assisting with graphic design, presentations, marketing materials, visual displays, and other creative projects.

The ideal candidate should possess excellent organizational and communication skills, strong attention to detail, computer proficiency, and a creative eye for visual presentation.

2. Key Responsibilities and Duties

A. Administrative Support

• Provide general administrative and clerical support to management and other departments.
• Manage daily office activities and administrative tasks.
• Prepare, organize, update, and maintain company documents and records.
• Handle filing, scanning, photocopying, printing, and document preparation.
• Schedule meetings, appointments, and business activities.
• Prepare meeting agendas, reports, minutes, and presentations.
• Monitor office supplies and coordinate replenishment when necessary.
• Assist with organizing company files, databases, and electronic records.
• Ensure administrative processes are completed accurately and efficiently.
• Perform other administrative duties assigned by management.

B. Communication and Coordination

• Answer and direct incoming phone calls and emails.
• Respond to routine inquiries professionally.
• Receive visitors, clients, and business partners when required.
• Coordinate internal and external communications.
• Distribute correspondence, documents, and important announcements.
• Follow up on pending requests, assignments, and administrative matters.
• Communicate with vendors, suppliers, clients, and other business contacts.
• Maintain professional relationships with employees and external stakeholders.

C. Visual and Creative Support

• Assist in creating and preparing visual materials for company use.
• Develop basic graphics, layouts, and presentations.
• Assist with designing flyers, posters, brochures, banners, and promotional materials.
• Create and edit images using Canva, Adobe Photoshop, Illustrator, or other design software.
• Assist with preparing visual content for social media platforms.
• Organize photographs, images, videos, and other digital assets.
• Ensure visual materials follow company branding guidelines.
• Assist with formatting documents, presentations, and reports to ensure professional appearance.
• Support the preparation of visual displays, marketing materials, and company presentations.
• Make basic edits and revisions to existing designs.
• Coordinate with graphic designers, marketing teams, or external vendors when necessary.

D. Document Preparation and Record Management

• Prepare letters, memos, forms, spreadsheets, and business documents.
• Maintain accurate electronic and physical filing systems.
• Update company databases, spreadsheets, and records.
• Organize contracts, invoices, receipts, reports, and other documentation.
• Ensure documents are properly labeled, stored, and accessible.
• Assist with preparing administrative and operational reports.
• Maintain confidentiality of sensitive company information.

E. Scheduling and Office Organization

• Coordinate calendars, appointments, and meeting schedules.
• Assist with arranging meetings, conferences, and company events.
• Prepare meeting rooms and presentation materials.
• Monitor office equipment and report maintenance requirements.
• Maintain a clean, organized, and professional office environment.
• Coordinate deliveries, mail, and office correspondence.
• Assist with travel arrangements and reservations when required.

F. Marketing and Promotional Assistance

• Assist the marketing department with promotional activities.
• Prepare marketing presentations and campaign materials.
• Help create social media graphics and promotional content.
• Assist with organizing marketing photographs and visual resources.
• Support the preparation of newsletters, advertisements, and company announcements.
• Help coordinate promotional events and company activities.
• Ensure marketing materials are properly formatted and presented.

G. Data Entry and Reporting

• Enter, update, and verify information in company databases and spreadsheets.
• Prepare basic reports and administrative summaries.
• Track office expenses, supply usage, and administrative requests.
• Maintain accurate records of completed assignments.
• Assist with tracking deadlines and project progress.
• Identify discrepancies and report errors when necessary.

H. General Operational Support

• Assist management with daily operational activities.
• Coordinate tasks between departments when required.
• Follow up on outstanding assignments and requests.
• Help improve administrative procedures and office efficiency.
• Provide additional support to employees and management as needed.
• Handle other reasonable duties related to the position.

3. Required Qualifications and Education

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, Marketing, Graphic Design, or a related field preferred.
• Previous experience in administrative support, office coordination, customer service, or visual design is an advantage.
• Relevant training or equivalent work experience may be considered.

4. Required Technical Skills

The candidate should have working knowledge of the following:

Administrative Software

• Microsoft Word.
• Microsoft Excel.
• Microsoft PowerPoint.
• Microsoft Outlook.
• Google Docs, Sheets, and Drive.
• Email and calendar management systems.

Visual Design Software

• Canva.
• Adobe Photoshop.
• Adobe Illustrator.
• Adobe InDesign (preferred).
• Basic photo and image editing tools.

Additional Technical Skills

• Data entry and spreadsheet management.
• Document formatting and preparation.
• Digital file management.
• Internet research and online communication.
• Basic social media content preparation.
• PDF editing and document conversion.

5. Required Skills and Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Attention to detail and accuracy.
• Good multitasking and prioritization abilities.
• Basic graphic design and visual presentation skills.
• Proficiency in Microsoft Office applications.
• Ability to manage confidential information.
• Professional telephone and email etiquette.
• Strong interpersonal and customer service skills.
• Ability to work independently and as part of a team.
• Problem-solving and critical-thinking abilities.
• Ability to adapt to changing priorities.
• Strong follow-up and task-management skills.

6. Experience Requirements

• 1–3 years of administrative or office support experience preferred.
• Experience preparing business documents and reports.
• Experience managing emails, calendars, and office correspondence.
• Basic experience with graphic design or visual content creation.
• Experience using Microsoft Office and digital communication tools.
• Experience supporting management or multiple departments is an advantage.

Candidates with strong organizational abilities and a creative portfolio may also be considered.

7. Key Performance Indicators (KPIs)

Performance will be evaluated based on the following:

1. Administrative Accuracy: Completes administrative work with minimal errors.
2. Task Completion: Completes assigned tasks within established deadlines.
3. Organization: Maintains organized files, documents, schedules, and records.
4. Communication: Responds to inquiries and communicates professionally.
5. Visual Quality: Produces clear, attractive, and professionally formatted visual materials.
6. Productivity: Handles multiple assignments efficiently.
7. Time Management: Prioritizes tasks and manages deadlines effectively.
8. Reliability: Demonstrates punctuality, accountability, and consistency.
9. Team Support: Provides effective support to management and other departments.
10. Confidentiality: Handles company and employee information responsibly.
11. Office Efficiency: Helps maintain smooth administrative and office operations.
12. Initiative: Identifies opportunities to improve administrative and creative processes.

8. Expected Daily Responsibilities

• Check and respond to emails and office communications.
• Organize daily schedules and appointments.
• Prepare and update documents and spreadsheets.
• Perform data entry and maintain company records.
• Assist with printing, scanning, filing, and document organization.
• Prepare presentations and visual materials.
• Complete basic graphic design and image editing tasks.
• Coordinate administrative requests from management and staff.
• Monitor office supplies and general office needs.
• Follow up on pending tasks and assignments.

9. Expected Deliverables

The Administrative Assistant / Visual Assistant is expected to produce and maintain:

• Organized company files and records.
• Professional business correspondence.
• Updated spreadsheets and databases.
• Meeting agendas and minutes.
• Administrative reports and summaries.
• Business presentations and visual documents.
• Flyers, posters, and basic promotional graphics.
• Social media visual materials.
• Organized digital photographs and design assets.
• Updated schedules and calendars.
• Other administrative and visual materials requested by management.

10. Personal Attributes

The ideal candidate should be:

• Organized and dependable.
• Creative and visually attentive.
• Professional and approachable.
• Proactive and self-motivated.
• Detail-oriented.
• Flexible and adaptable.
• Responsible and trustworthy.
• Resourceful and solution-oriented.
• Willing to learn new software and procedures.
• Able to maintain professionalism under pressure.

11. Working Conditions

• Primarily office-based work.
• Extended periods working on a computer.
• Regular interaction with employees, management, clients, and vendors.
• May occasionally require additional hours to support business activities or deadlines.
• Must be able to manage multiple administrative and creative assignments.
• Must maintain confidentiality and professional conduct.

12. General Responsibilities

• Follow company policies, procedures, and administrative standards.
• Maintain confidentiality of company documents and business information.
• Protect company property, equipment, and digital assets.
• Maintain a professional and organized work environment.
• Support management and other departments as needed.
• Perform other reasonable duties related to the position.

13. Application Requirements

Interested applicants should submit:

• Updated resume or CV.
• Relevant educational qualifications.
• List of administrative and computer skills.
• Examples of visual or graphic design work, if available.
• Relevant certifications or training credentials.