Administrative Assistant

Job Description

1. Administrative Support

• Provide high-level administrative support to staff and management, including managing schedules, coordinating meetings, and arranging travel.
• Handle incoming and outgoing correspondence, including emails, phone calls, and physical mail.
• Prepare correspondences, reports, presentations, and data analysis as required by the management team.

2. Office Coordination

• Oversee daily office operations to ensure the office environment is organized and efficient.
• Manage office supplies inventory, coordinate with vendors, and handle purchasing of office materials and equipment.
• Assist in organizing company events, meetings, and conferences, including venue arrangements and logistics.

3. Calendar Management

• Maintain and update the executive’s calendar, ensuring effective time management and scheduling.
• Coordinate with internal and external stakeholders for meetings, appointments, and conferences.
• Prepare meeting agendas, take minutes, and follow up on action items.

4. Documentation and Filing

• Maintain an organized electronic and physical filing system for confidential documents, records, and reports.
• Organize and maintain files, both electronic and paper, for easy retrieval and reference.
• Draft, proofread, and edit correspondence, reports, and other documents as needed.
• Ensure compliance with company policies and procedures in handling sensitive information.

5. Travel Arrangements

• Arrange domestic and international travel, including booking flights, accommodation, and transportation for executives and employees.
• Prepare travel itineraries and manage expense reporting and reimbursement processes.
• Assist in obtaining visas and other travel-related documents.

6. Communication Management

• Serve as a point of contact between staff, management, and external stakeholders.
• Handle and prioritize all outgoing and incoming communications, ensuring prompt responses.
• Coordinate communication and follow-up on tasks within the team or department.

7. Project Assistance

• Support various projects by conducting research, compiling data, and preparing reports.
• Conduct research using online tools and resources and assist staff and management in client engagement.
• Collaborate with different stakeholders to ensure project deadlines are met.
• Track project progress and provide regular updates to stakeholders.

8. Event Planning and Coordination

• Assist in organizing and coordinating company events, team-building activities, workshops, and training sessions.
• Handle logistics, including venue booking, catering, transportation, and material preparation.
• Ensure all events run smoothly and within budget.

9. HR Support

• Assist HR with administrative tasks such as onboarding new hires, and scheduling interviews.
• Monitor and track expenses, employee claims and processing invoices.
• Ensure compliance with financial policies and procedures.
• Ensure compliance with employee handbook.

10. Miscellaneous Administrative Tasks

• Perform ad-hoc tasks and special projects as assigned by management.
• Manage office cleanliness, maintenance, and security in collaboration with facilities management.
• Ensure a professional and welcoming office environment for employees and visitors.