About the Role
Administrative Assistant provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. The ideal candidate must be highly detail-oriented and extremely patient.
Responsibilities
- Answering and directing phone calls clearly; providing information by answering general questions and requests
- Providing general support to visitors, welcoming them.
- Organizing and scheduling meetings and appointments for the CEO, COO and head of the teams
- Booking travel arrangements (hotels, flights etc.)
- Producing and distributing correspondence memos, letters, and forms to the employees.
- Arranging and organizing gifts and office events on special days and occasions.
- Carrying out administrative duties such as printing, filing, copying, binding, scanning etc.
- Maintaining supplies inventory by checking stock to determine inventory level; ordering office supplies
- Ensuring operation of equipment by completing preventive maintenance requirements: calling for repairs, maintaining equipment inventories
- Maintaining up-to-date employee PTO records
- Handling sensitive information in a confidential manner
- Supporting the accounting department by tracking the bills, invoices and arranging documentations.
- Arranging all of the office maintenance such organizing carpet cleaners, ventilation system repairs, plant care, curtain system maintenance etc.
Requirements
- University degree
- Proficiency in MS Office and/or G Suite
- Excellent attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Knowledge of office management systems and procedures
- Excellent time management skills and ability to multi-task and prioritize work
- English language