Job Description & Responsibilities:
We are seeking a highly organized and proactive Administrative Assistant to join our team. The ideal candidate will provide administrative support to ensure efficient operation of the office and deliver high-quality assistance to management and employees.
Key Responsibilities:
- Office Management:
- Perform general office tasks such as filing documents, organizing reports, and creating presentations.
- Reorder office supplies and maintain an organized work environment.
- Assist in setting up for meetings and ensuring all equipment and materials are ready.
- Email Support:
- Monitor email inbox regularly throughout the day.
- Respond to incoming emails in a timely and professional manner.
- Ensure emails are categorized and prioritized based on urgency.
- Forward or escalate emails to appropriate team members when necessary
- General Administrative Support:
- Provide support for various tasks and projects to ensure smooth office operations.
- Handle confidential and sensitive information with discretion.
- Regularly check the system or emails for incoming forms and invoices.
- Download forms and invoices from various sources.
- Ensure all documents are properly saved, categorized, organized, and sent to the concern department.
- Scheduling and Calendar Management:
- Provide real-time scheduling support, including booking appointments and preventing scheduling conflicts.
- Coordinate meetings, including managing attendee invitations and necessary follow-ups.
- Communication Management:
- Answer and screen phone calls, and direct them to the appropriate person or department.
- Greet and assist visitors professionally, ensuring a positive experience.
- Maintain professional communication through phone, email, and mail.
- Technical Support:
- Use computers and software to generate reports, transcribe minutes from meetings, and create presentations.
- Conduct research when required to support the team or specific projects.
- Customer/Visitor Interaction:
- Greet and welcome visitors, ensuring they feel comfortable and are directed appropriately.
- Anticipate the needs of colleagues and visitors to ensure a seamless experience.
Job Requirements:
- Experience: Proven experience as an Administrative Assistant or similar role.
- Skills:
- Proficiency in MS Office (Word, Excel, PowerPoint) and other office software.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to prioritize tasks and manage time effectively.
- Strong problem-solving abilities and a proactive approach.
- Education: High school diploma or equivalent (Associate's degree preferred).
- Other: Professional demeanor, with a positive attitude and customer service mindset.
Working Hours: 9:00 am to 2:30 pm with 30 Minutes Break
