Key Accountabilities
Administrative Support:
- Manage general office operations, including supply orders, record keeping, and mail handling.
- Answer and direct incoming calls, take accurate messages, and respond to inquiries professionally.
- Greet visitors, ascertain the purpose of their visit, and direct them to the appropriate personnel or department.
- Prepare, format, and edit correspondence, reports, and presentations to a high standard.
Office Management:
- Optimize office efficiency by planning and implementing effective systems, layouts, and equipment acquisition.
- Oversee the maintenance and repair of office equipment and ensure the functionality of facilities.
- Manage the office budget, track expenses diligently, and ensure adherence to financial guidelines.
- Supervise housekeeping staff and operations to maintain a clean and professional office environment.
Scheduling and Coordination:
- Efficiently schedule meetings and appointments for staff and management, optimizing time and resources.
- Coordinate all aspects of travel arrangements (flights, accommodation, etc.) for management and visitors.
- Plan and execute company events, meetings, and conferences, ensuring smooth logistics and successful outcomes.
- Manage executive vehicle fleet and driver schedules, ensuring alignment with executive needs and itineraries.
Qualifications, Skills, and Experience
Education and Experience:
- A bachelor's degree in business administration or a related field is preferred.
- Minimum of 3-5 years of demonstrated experience as an office administrator, office assistant, or in a similar administrative role.
Skills:
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Excellent written and verbal communication skills in English are mandatory.
- Exceptional organizational skills, with the ability to multitask and prioritize effectively.
- Strong attention to detail, accuracy, and problem-solving abilities.
- Demonstrated capacity to work both independently and collaboratively as part of a team.
Personal Attributes:
- Positive and proactive attitude, coupled with a strong work ethic.
- Unwavering discretion and ability to maintain confidentiality with sensitive information.
