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Job Description
Summary of Job Functions, Responsibilities & Authorities:
- Assisting the Department Manager/Director in general Office Support, organizational and clerical support tasks.
- Follow office workflow procedures to ensure maximum efficiency
- Maintain files and records with effective filing systems
- Support team members with various administrative tasks
- Monitor office expenditures and handle all documents
- Perform basic bookkeeping activities
- Monitor office supplies inventory and place orders
- Maintaining and managing databases
- Organizing and scheduling business meetings
- Ensuring compliance of corporate guidelines
- Identify strategies to improve systems and process.
- Assist various stakeholders to obtain consensus for implementing new processes and program policies.
- Sales team assistance in admin tasks
- Organize office and assist associates in ways that optimize procedures
- Sort and distribute communications in a timely manner
- Create and update records ensuring accuracy and validity of information
- Schedule and plan meetings and appointments
- Monitor level of supplies and handle shortages
- Resolve office-related malfunctions and respond to requests or issues
- Coordinate with other departments to ensure compliance with established policies
- Coordinate with various teams to implement approved policies and programs.
- Arrange logistics for all external and internal meetings.
- Administer all business arrangements that include meetings scheduling, business travel, business expenses, annual leaves, etc.
- Maintain all required documentation that includes business continuity documentation
- High school diploma or equivalent
- Previous experience as an office assistant or in a similar role
- Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- Ability to multi-task and prioritize tasks effectively
- Attention to detail and accuracy
- Basic knowledge of office equipment such as printers, copiers, and fax machines
- Ability to maintain confidentiality of sensitive information
- Positive attitude and strong work ethic
- Ability to work independently and as part of a team