Role Purpose
Front Desk Assistant/AdminAssistant provides secretarial & administrative support in a timely & efficient manner.
Role Accountabilities
Font Desk Support
- Answer and direct phone call
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
-Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
Secretarial support
- Assisting with travel arrangements, including visa and tickets processing.-
- Coordinating Managers calendar and schedules, maintaining monthly travel/ leave calendar.
- Managing meeting arrangements, including cascading invitations, facilitating venue and refreshments, presentation consolidation, preparing requested meeting material and meeting minutes.
- Coordinating with 3rd parties on behave of Managers
Adminstartive Support
- Handling petty cash and expenses.
- Coordinating courier deliveries and purchasing of stationary
- Collecting and arranging necessary approvals on invoices before submitting to Finance Department
- Responsible for document filling and archiving documents
- Providing support on ongoing projects as per Managers directions
- Managing office supplies, janitorial services and refreshments.
- Manager service provides with regard to office and company rented accommodations
Competencies
Oranization - Efffective management,oranization and prioitization of office functions as well as the workday/week/month for people,managemnet and other stake-holders.
Communication - Clearly conveying and receiving messages to meet the needs of all. This involves listening, interpreting and delivering verbal,non-verbal, written and electronic messages.
Service delivery - Understanding and meeting the needs of clients. Clients are individuals or groups who use the department's services.
Technical - Ability to accurately and thoroughly utilize office technology and to demonstrate practical knowledge of informatin managment, e-mail management and privacy protection issues.
Adaptability - Personal willingness and ability to work in, and adapt to change
Interpersonal - working cooperatively and productively with others to achieve results
-Minimum 2 years in Secretarial or Administration support role
- Proven experience as an administrative assistant, virtual assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
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