ADMINISTRATIVE ASSISTANT

The Administrative Assistant (full-time position) will report to the Business Development Manager or any designated person by the CEO.

Reports To:

The Administrative Assistant (full-time position) will report to the Business Development Manager or any designated person by the CEO.

Job Overview:

The Administrative Assistant will be responsible for day-to-day support which includes providing administrative support to ensure efficient operation of the office, supports the Business Development Manager and employees through a variety of tasks related to organization and communication. The Administrative assistant is also responsible for confidential and time sensitive material and needs to be familiar with a variety of the field's concepts, practices, and procedures. (Salary is negotiable)

Responsibilities and Duties

● Answer and direct phone calls

● Organize and schedule appointments and meetings

● Maintain contact lists

● Produce and distribute correspondence memos, letters, faxes, and forms

● Assist in the preparation of regularly scheduled reports

● Develop and maintain a filing system

● Order office supplies

● Book travel arrangements

● Submit and reconcile expense reports

● Provide general support to visitors

● Provide information by answering questions and requests

● Take dictation

● Research and creates presentations

● Generate reports and handle multiple projects

● Prepare and monitor invoices and develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

● Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

● Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

● Contribute to team effort by accomplishing related results as needed

● Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

● Organize travel arrangements for senior manager

● Write letters and emails on behalf of other office staff

● Book conference calls, Meeting room etc.

● Maintain computer and manual filing systems

● Take accurate minutes of meetings

● Coordinate office procedures

● Reply to email, telephone, or face to face inquiries

● Develop and update administrative systems to make them more efficient

● Resolve administrative problems

● Receive, sort, and distribute the mail

● Answer telephone calls and pass them on

● Manage staff appointments

● Oversee and supervise the work of junior staff

● Maintain up-to-date employee holiday records

● Coordinate repairs to office equipment

● Greet and assist visitors to the office

● Photocopy and print out documents on behalf of other colleagues

● Provide polite and professional communication

● Implement clerical duties and administrative processes

● Conduct data entry

● Confirm restaurant reservations for senior staff

● Prepare PowerPoint Presentation, Excel sheet and Management Report

Qualifications and Experience

● Higher School Certificate and above

Skills

● Ability to effectively communicate via phone and email

● Excellent communication and presentation skills

● Ability to effectively manage staff and resources and ensure that duties are completed accurately and delivered with high quality and in a timely manner

● Ability to rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected