Personal Assistant

Job Summary:

• Employee provides administrative support to sales departments. Duties include general clerical and receptionist based work.
• Employee might be required to handle other ADMIN tasks as per company requirements. Project a professional company image through in-person and phone interactions.

Responsibilities:

• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Greet visitors and determine whether they should be given access to specific individuals.
• Prepare responses to correspondence containing routine inquiries.
• Prepare agendas and make arrangements for committee, board, and other meetings. Make travel arrangements for sales team.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Supervise and train other clerical staff.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Handles all logistics files with Customers, Suppliers, freight forwarders and inter-AIG.
• Write down company correspondences based on sales/pre-sales instructions.
• Data entry for some of the sheets in Company database under pre-sales supervision.
• Manage company offers submittal to customers and arrange safe delivery on time.
• Take all necessary actions to achieve this task. Ensure receipt and filing of customers receipt proof of all offers and other deliverables to customers.
• General ADMIN tasks on case by case basis.
• Update employee vacation balance on a regular basis.
• Support in Admin/ HR tasks as needed.