Job Overview
Location: Banjul, Gambia
Department: Administration
Reports to: Office Manager
About Us
At JS Morlu, we are dedicated to delivering exceptional client service and maintaining high standards of operational excellence. Our team is committed to providing comprehensive accounting, audit, and advisory services tailored to our clients’ unique needs.
We value each team member’s contributions and foster a supportive work environment that encourages professional growth and development.
Position Summary
The Administrative Assistant will play a key role in supporting the daily operations of our office. This position requires a highly organized, detail-oriented individual who can manage administrative tasks, coordinate office activities, and provide exceptional support to staff and clients.
As an Administrative Assistant, you will help ensure the office runs smoothly and efficiently, contributing to the overall success of the organization.
Key Responsibilities
The role combines office administration, executive support, client relations, bookkeeping support, and internal coordination. The responsibilities below are organized into nine core areas to ensure consistency and accountability.
1. Office Management
- Oversee daily office operations, including managing office supplies, equipment, and maintenance.
- Ensure the office environment is clean, organized, and conducive to productivity.
- Coordinate office activities and events, including meetings, conferences, and team-building activities.
2. Administrative Support
- Provide administrative support to the Managing Director, including scheduling meetings, handling correspondence, and managing calendars.
- Prepare and edit documents, reports, and presentations as needed.
- Handle incoming and outgoing mail and packages, ensuring timely distribution.
- Review and organize the upcoming week’s meetings and priorities.
- Prepare and circulate the executive team’s agenda for the week.
- Follow up on the previous week’s pending tasks with relevant departments.
- Manage correspondence (emails and calls) and prioritize important messages for the executive team.
- Prepare briefing documents for upcoming meetings.
- Schedule and confirm appointments, meetings, and events.
- Draft and distribute minutes from key meetings.
- Coordinate with different departments to ensure key deliverables are on track.
- Assist in preparing financial or performance reports for leadership review.
- Update and maintain the executive team’s calendar.
- Conduct research on new opportunities or potential clients and prepare summaries.
- Work on ongoing special projects or tasks assigned by leadership.
- Finalize and send out the next week’s agenda.
- Review and ensure all tasks for the week are completed and documented.
- Provide a weekly summary report to leadership on key activities, upcoming tasks, and any issues requiring attention.
3. Client and Visitor Relations
- Greet and assist clients, visitors, and vendors, ensuring a positive and professional first impression.
- Manage client inquiries and direct them to the appropriate department or staff member.
- Coordinate client meetings and appointments, ensuring all logistics are in place.
4. Data Entry and Record Keeping
- Maintain accurate and up-to-date records of office activities, including files, reports, and documentation.
- Perform data entry tasks and ensure the integrity and confidentiality of client and company information.
- Assist with the preparation of financial and administrative reports.
5. Company Accounting and Bookkeeping
- Manage company bookkeeping tasks, including recording transactions and reconciling accounts.
- Process payroll, ensuring accurate and timely payment to employees.
- Prepare and review financial reports, including profit and loss statements, balance sheets, and cash flow statements.
- Assist with monthly and annual financial closing processes.
- Maintain accurate records of financial transactions and assist with audit preparation.
6. Communication and Coordination
- Act as a liaison between departments and staff members, ensuring effective communication and coordination.
- Handle telephone calls, emails, and other forms of communication promptly and professionally.
- Assist in organizing and coordinating internal and external communications.
7. Event Coordination
- Assist in planning and executing company events, meetings, and training sessions.
- Coordinate logistics such as venue arrangements, catering, and equipment setup.
- Manage RSVP lists and communicate event details to participants.
8. Travel and Logistics
- Arrange travel and accommodation for staff and management, including booking flights, hotels, and transportation.
- Prepare travel itineraries and ensure all travel arrangements are well organized and efficient.
9. Office Support
- Provide general support to staff, including assisting with office tasks and projects as needed.
- Manage office equipment and ensure it is properly maintained and serviced.
- Assist with onboarding new employees and maintaining employee records.
Key Performance Indicators (KPIs)
Success in this role will be measured through performance standards that support operational efficiency, service quality, and organizational reliability.
- Efficiency: Complete administrative tasks and requests with an average turnaround time of 24 hours or less.
- Accuracy: Maintain a record accuracy rate of 98% or higher for data entry and documentation.
- Client Satisfaction: Achieve a client satisfaction rating of 90% or higher based on feedback and service interactions.
- Office Organization: Ensure the office environment remains organized and operational with minimal disruptions.
- Event Coordination: Successfully manage and execute at least 90% of office events and meetings without issues.
Outcomes
This role is expected to contribute directly to stronger office administration, better coordination, and improved leadership support across day-to-day operations.
- Streamlined Operations: Achieve a well-organized office environment and efficient administrative processes that enhance overall productivity.
- Effective Communication: Ensure clear and timely communication within the office and with clients, improving coordination and task execution.
- Accurate Financial Management: Maintain precise financial records and ensure timely, accurate payroll processing, contributing to financial stability.
- Enhanced Client Experience: Deliver exceptional client service and support, resulting in high levels of client satisfaction and retention.
- Successful Event Execution: Efficiently manage and execute office events and meetings, supporting successful internal and external engagements.
- Timely Project Completion: Ensure all special projects and ongoing tasks are completed on time and meet expected quality standards.
Qualifications
We are looking for a capable professional with strong administrative judgment, communication skills, and the ability to manage multiple priorities in a professional services environment.
- Education: Bachelor’s degree in Accounting, Management, Finance, or an equivalent field; additional qualifications in office administration or related fields are a plus.
- Experience: Minimum of 3 years of experience in an administrative support role, preferably in a professional services environment.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software. Experience with accounting software is a plus.
- Communication: Excellent written and verbal communication skills.
- Organizational Skills: Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities.
- Attention to Detail: High level of accuracy and attention to detail in all tasks.
- Interpersonal Skills: Professional demeanor with the ability to interact effectively with clients, staff, and vendors.
Why Join Us?
At JS Morlu, we value our employees and offer a collaborative, supportive work environment. We are committed to professional development and provide opportunities for growth and advancement.
Join our team and contribute to the success of our organization by providing exceptional administrative support.
How to Apply:
Interested candidates should send their CV and cover letter to gambia@jsmorlu.com with the subject line Administrative Assistant – Banjul, Gambia.
Only shortlisted candidates will be contacted.