Overview

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of our office. This position involves organising meetings, managing travel arrangements, preparing reports, and maintaining filing systems, all while providing excellent communication and support to our team. The ideal candidate will help streamline day-to-day activities, allowing us to focus on driving social impact in Uganda and beyond.

Responsibilities

1. Answer and direct phone calls
2. Organize and schedule appointments
3. Plan meetings and take detailed minutes
4. Write and distribute email, correspondence memos, letters, faxes, and forms
5. Assist in the preparation of regularly scheduled reports
6. Develop and maintain a filing system
7. Update and maintain office policies and procedures
8. Order office supplies and research new deals and suppliers
9. Maintain contact lists
10. Book travel arrangements

Interview questions to ask

• 1. Can you describe a time when you had to manage multiple tasks at once? How did you prioritize your work to ensure everything was completed on time?

   

• 2. Imagine you notice a recurring issue with meeting scheduling conflicts. How would you approach resolving this to improve efficiency for the team

   

• 3. What experience do you have with MS Excel or similar tools? Can you share an example of how you've used these tools to streamline administrative tasks? 
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  4. Little x Little values collaboration and community. How do you ensure clear communication with team members and stakeholders in a non-profit setting?

   

• 5. Tell us about a time when you had to handle a difficult situation or conflict in the workplace. What steps did you take, and what was the outcome?

   

• 6. Suppose you are tasked with preparing a report with data that you find confusing. How would you approach gathering the necessary information and presenting it clearly? 

• 7. In your opinion, what qualities make an Administrative Assistant successful in a non-profit organisation like Little x Little? 

• 8. Can you provide an example of how you contributed to improving office processes or procedures in a previous role? 

• 9. How do you stay organised when managing appointments, meetings, and other scheduling tasks for multiple team members?

  10. Describe a situation where you had to assist someone who was feeling overwhelmed. How did you provide support, and what was the result?

   

• 11. Little x Little is committed to making a positive impact. How does this mission resonate with you, and how would you reflect this in your administrative work? 

• 12. What strategies do you use to maintain accuracy and attention to detail in your work, especially when handling sensitive information?