Admin Assistant

Roles and responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters and forms
• Maintain polite and professional communication via phone, e-mail, and mail
• Assist in the preparation of regularly scheduled reports and presentations
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research
• Develop and maintain a filing system
• Cover the reception desk when required and provide general support to visitors
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Help in preparing attendance fills and sheets
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Develop and update administrative systems to make them more efficient

• General Administrative Support

• Office Management: Maintain an organized and efficient office environment.
• Scheduling: Coordinate calendars, set up meetings, and manage appointments.
• Communication: Serve as the primary point of contact for visitors and phone inquiries.

• Document Handling

• Filing: Organize and maintain physical and digital filing systems.
• Data Entry: Accurately input information into databases and spreadsheets.
• Report Preparation: Assist in creating reports, presentations, and correspondence.

• Financial Responsibilities

• Invoicing: Process invoices and assist with budget tracking.
• Expense Reporting: Help prepare and manage expense reports.

• Project and Team Support

• Project Assistance: Support various projects by coordinating tasks and timelines.
• Event Planning: Organize company events, meetings, and training sessions.

• Customer Service

• Client Interaction: Respond to inquiries and provide assistance to clients and stakeholders.
• Problem Resolution: Address issues and escalate when necessary.

Desired candidate profile

• Bachelor's degree in accounting, business management or relevant
• Prior Administrative experience
• 4-6 years of experience Max Age 30
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Presentation skills, Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• The ability to accept and understand instructions
• Excellent Command in English
• Providing accurate translation into English of various types of documents, texts and contents on time
• Positive attitude, willingness to learn, and eagerness to take on new challenges and responsibilities