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Administrative Assistant (4a4976727c1c)
• Answer and direct phone calls • Organize and schedule meetings and appointments • 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 • Handle multiple projects • Prepare and monitor invoices • 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 • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies • 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 managers • Write letters and emails on behalf of other office staff • Book conference calls, rooms, taxis, couriers, hotels etc. • Cover the reception desk when required • Maintain computer and manual filing systems • Handle sensitive information in a confidential manner • Take accurate minutes of meetings • Coordinate office procedures • Reply to email, telephone or face to face enquiries • 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 Requirements: • Proven admin or assistant experience • Knowledge of office management systems and procedures • Excellent time management skills and ability to multi-task and prioritize work • Attention to detail and problem solving skills • Excellent written and verbal communication skills • Strong organizational and planning skills • Proficient in MS Office