Job Details
Experience Needed:
Career Level:
Education Level:
Salary:
Job Categories:
Skills And Tools:
Job Description
- Coordinate office activities and operations to secure efficiency and compliance to company policies
- Manage agendas/ appointments etc.
- Submit timely reports and prepare presentations/proposals as assigned
- Assist colleagues whenever necessary
- Manages meetings and appointments schedule for smooth work environment.
- Follows up meetings instructions and actions plan implementations to adhere with desired time frame.
- Serves visitors by greeting, welcoming, and directing them appropriately.
- Notifies company personnel of visitor arrival.
- Maintains security and telecommunications system.
- Informs visitors by answering or referring inquiries.
- Directs visitors by maintaining employee and department directories.
- Maintains security by following procedures, monitoring logbook, and issuing visitor badges.
- Operates telecommunication system by following manufacturer’s instructions for house phone and console operation
- Coordinates domestic and international travel, including flight, hotel, and car rental reservations.
- Maintains office files and data backup for future references.
- Screen all incoming mail and telephone calls, draft responses, redirect correspondence and callers to appropriate departments, obtaining additional information where necessary.
- Manage the day to day operations of the office.
- Maintain executive’s agenda and assist in planning appointments, meetings, check points etc.
- Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc...
Job Requirements
To perform these duties successfully, an individual must possess the following qualifications and skills.
- Proven work experience as an office assistant, office administrator, Front Office Representative or a similar role
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance
- Solid written and verbal communication skills
- Ability to be resourceful and proactive when issues arise
- Multitasking and time-management skills, with the ability to prioritize tasks
- Customer service attitude
- Excellent leadership, time management and organizational skills
- Proven excellence as an office assistant, office administrator or in another relevant position
- Outstanding abilities to communicate in person, in writing and over the phone
- Familiarity with common procedures and basic account principles used in the office
Background requirements :
- Education - Business , administration or management university degree.
- Experience – At least 2 years experience in an organization of similar size or have a proven track record in carrying out the duties listed above.
- Language Skills – Fluent command of the English and German language is preffered , great communication skills;
- Mathematical Skills – The ability to understand basic financial principles, and provide basic calculations.
- Computer Skills – Needs to be fully computer literate, with a full understanding of fundamentals of Windows software, Microsoft Word, Excel, and Outlook or similar packages.