Admin Assistant

Job Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team! In this vital role, you will be the backbone of our office operations, ensuring smooth daily functions and providing exceptional support to staff and clients alike. Your energetic approach and attention to detail will help foster an efficient, welcoming environment. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a collaborative workplace dedicated to excellence.

Duties:

1. Provide administrative assistance to Head of Office Administration & Customer Service & senior management of the organization

2. Manage correspondence, file maintenance and management, meeting planning and scheduling, expense reports, and report preparation

3. Create and maintain distribution lists for business unit communications

4. Manage the front desk at all times and distribute mail accordingly

5. Assist with the production of proposals and presentations for different Business Managers

6. Compose and prepare confidential correspondence, reports and other complex documents

7. Replies directly to general inquiries, non-technical topics and brief correspondence

8. Collects and compiles weekly departmental reports into a progressive report

9. Provide back up coverage for alternate reception duties during breaks & absences

10. Periodically check photocopier & fax machine for paper and sort documents by department

11. Assist with catering set-up & clean-up duties in office. Assist with all other internal and external events as and when required

12. Assist in boardroom setup and cleanup duties

13. Regularly checking all meeting rooms and keeping them tidy for the next use

14. Manage postage/couriers for corporate office and inter-branch couriers

15. Manage stationery/printing requests for all employees

16. Travel arrangements for all staff including board members when required

17. Manage the staff pantry requirements and ensure the same is clean at all times

18. Follow SOP guidelines and adhere to procedures mentioned in the SOP note

19. Assist in Telecommunications (Cell Phones and Land lines)

20. Meet vendors periodically and review the contracts and pricing under direction from supervisor

21. May be required to lift up to 10kgs and walk 50m with the weight

22. Other duties as assigned

23. Manage vendor management onboarding and maintenance of documents

24. Conduct vendor management forums on quarterly basis under guidance from supervisor

25. Participate in audit of vendor management along with supervisor

26. Work with multiple vendors to procure insurance for business

27. Work with landlord for any office space work.

Pay: $65,000.00 - $70,000.00 per year

Work Location: In person