Administrative Assistant

Essenze Ltd is recruiting an Administrative Assistant who will perform administrative and office support activities for multiple departments or managers. The ideal candidate will be organized, detail-oriented, and able to manage multiple tasks effectively in a fast-paced office environment.

Key Responsibilities:

This role includes, but is not limited to:

• Answer and direct phone calls, take messages, or provide information to callers.

• Greet and assist visitors in the office.
• Coordinate and support internal and external events, such as meetings, appointments, conferences, or training sessions.
• Organise and maintain a filing system, both electronic and paper-based, for records and documents, to ensure easy access to important documents.
• Handle incoming and outgoing correspondence, including emails, phone calls, letters and direct them to appropriate departments or individuals.
• Assist in the preparation of regularly scheduled reports.
• Maintain office policies and procedures.
• Provide general support to employees as needed, ensuring the efficient operation of the office (e.g., copying, scanning).
• Liaise with internal and external contacts to facilitate smooth office operations.
• Prepare, edit and process documents, reports, presentations, and other materials as required.
• Assist in preparing and managing budgets, tracking expenses, and preparing financial reports.
• Act as a liaison between departments and communicate effectively to ensure smooth operations.
• Handle confidential and sensitive information with discretion and professionalism.
• Perform basic human resources functions, such as maintaining employee records and assisting with onboarding processes.
• Assist in project management, providing support with timelines, tasks, and documentation.
• Help with data entry, report generation, and maintaining databases.
• Provide support in managing office facilities and ensuring compliance with health and safety regulations.
• Perform other administrative duties as required by senior management.

Requirements:

• A high school diploma or equivalent (a degree or certification in office administration is a plus).
• Proven experience of at least 1-2 years as an administrative assistant, office admin assistant, or in a related position.
• Proficiency in MS Office (Word, Excel, PowerPoint) and Outlook.
• Familiarity with office equipment, such as printers and scanners.

• Strong organisational, multitasking and time-management skills with the ability to handle multiple tasks, prioritize effectively and meet deadlines.
• Strong interpersonal skills and the ability to interact professionally with colleagues, clients, and external vendors.
• Excellent written and verbal communication skills (English & French).
• High attention to detail and problem-solving skills.
• Ability to work independently and as part of a team.
• Ability to handle sensitive and confidential information.
• A proactive and flexible attitude to work.

Note: We are actively seeking candidates who can start immediately.