Administrative Assistant

Responsibilities

We envisage success in this role to include:

• Manage day to day operations and work flow.
• Prepares and composes correspondence and documents as directed.
• Manages incoming and outgoing mail, faxes and email, including filing, copying, scanning and registration. Maintains filing system.
• Maintains calendar, schedules meetings, conference calls and appointments. Manages meeting room bookings and catering as appropriate.
• Arranges with Logistics Coordinator for regional and international travel for senior staff.
• Organizes office procedures such as information filing and retrieval systems, supplies inventories and ordering. Ensures confidentiality and security of all documentation.
• Monitors and maintains adequate inventory of office supplies and stationery.
• Receives and directs incoming calls to appropriate personnel and voicemail.
• Greets and announces visitors. Follows and coordinates security procedures, issuing visitor passes and validating parking where applicable.
• Manage front of house services (core)
• Assisting FM&A team with administrative tasks
• Appropriate communication with the wider FM&A team
• Use of appropriate room IT tools to coordinate conference room bookings and services, ensure rooms are set up and maintained in accordance with standards, coordinate with stakeholders as required
• May perform administrative duties specific to a department such as conducting research, updating databases and general administrative support.
• Coordinates catering for meeting and events. May negotiate pricing and menus.
• Performs general clerical duties associated with distributing office communications, documents, packages and mail as required. Uses tracking systems to record inbound and outbound courier, freight and mail.
• Maintains a neat appearance of the reception area, conference rooms, staff and other common areas. Requests building and housekeeping services as needed. Periodically inspects common area equipment to ensure good operating condition. Arranges equipment service as needed.
• Maintains records and logs of service requests and tracks status.
• Performs other duties as assigned.