Supply Administration Assistant

Supply admin assistant often acts as the manager's first point of contact with people from both inside and outside the organization. Tasks are likely to include:

• Devising and maintaining office systems, including data management and filing.
• Arranging travel, visas and accommodation and, occasionally, traveling with the manager to take notes or dictation at meetings or to provide general assistance during presentations.
• Screening phone calls, inquiries and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager.
• Carrying out background research and presenting findings.
• Producing documents, briefing papers, reports and presentations.
• Organizing and attending meetings and ensuring the manager is well-prepared for meetings.
• Liaising with clients, suppliers and other staff.

In addition to supporting managers, their team and departments, assistant also has her/his own personal workload and responsibilities. The scope of the role can be extensive and additional duties may include:

• Carrying out specific projects and research.
• Responsibility for accounts and budgets.
• Taking on some of the manager's responsibilities and working more closely with management.