• Calendar & Appointment Management: Schedule appointments and maintain calendar accuracy to ensure effective time management for executives and teams.
• Database Management: Keep the contacts database up-to-date with accurate and relevant information.
• Office Correspondence: Produce and distribute office communications, including emails, letters, memos, and internal documents.
• Presentation & Report Assistance: Assist in creating and assembling presentations, reports, and sales offers to support business activities.
• Consistency & Standards: Ensure all work products meet the company’s consistency and quality standards.
• Client & Team Follow-ups: Follow up with clients, sales, and marketing teams to ensure timely responses and actions.
• Phone & Visitor Management: Answer, screen, and transfer inbound calls, while receiving and directing visitors and clients in a professional manner.
• General Clerical Support: Handle general clerical duties including photocopying, faxing, mailing, and maintaining both electronic and hard-copy filing systems.
• Document Retrieval: Retrieve documents from the filing system as needed for internal or external use.
• Information & Data Requests: Handle requests for information and data promptly, ensuring accuracy and timeliness.
• Administrative Problem Solving: Resolve administrative issues or inquiries, acting as a point of contact for support.
• Written Correspondence: Prepare and modify documents, including routine correspondence, reports, drafts, memos, and emails.
• Meeting Preparation: Prepare agendas, schedules, and other materials for meetings, and record, compile, transcribe, and distribute meeting minutes.
• Incoming Mail: Open, sort, and distribute incoming correspondence efficiently.
• Office Supplies & Equipment Management: Maintain office supply inventories and coordinate the maintenance of office equipment.
• Staff Records & Administrative Support: Coordinate and maintain records for staff, telephones, parking, and petty cash.
• Payment & Billing: Sort out payment plans, record payments made, and chase debtors for late payments.
• Customer File Management: Organize customer files and ensure all necessary documentation is up-to-date and accessible.

Additional Information:

• This role involves supporting a collaborative team and requires an individual who is proactive, organized, and able to handle a variety of administrative tasks efficiently.
• Ideal candidates should have a positive attitude, excellent problem-solving skills, and be able to work independently in a fast-paced environment.