Administrative Assistant

What we’re looking for

A passionate individual who loves administrative duties and responsibilities to ensure efficient operation of the office. She or he has an obsession with organizing and putting systems in place. Supports managers and employees through a variety of tasks related to organization and communication. She or he will be responsible for confidential and time sensitive material.

The successful candidate ensures the smooth-running of the office, working both on a one-to-one basis with the executives, but also on a wider basis with internal and external clients. Ability to effectively communicate via virtual calls and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner.

This is an incredible opportunity to make a meaningful impact on the future of the world we live in.

Responsibilities

• Acting as the point of contact between the executives and internal or external colleagues
• Scheduling the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Internal updates of the team. Scheduling the admin for updates of team’s progress that means analytics of the progress, deal with HODs, make sure the slide deliverables are great before meeting and discussions
• Handling correspondence directed to managers
• Taking dictation and minutes and writing them up subsequently
• Maintaining the current filing and database system, and looking for ways to improve current systems
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications; creating email template replies that requires experience to make decision on what email template/message to reply to
• Maintaining comprehensive and accurate records
• Organizing meetings, including scheduling, sending reminders, and project managing various projects when necessary
• Resourceful in sourcing out for global vendors and stakeholders

Qualifications

• Proven administrative assistant experience
• Tech saavy
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Meticulous, attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Google Suite [Doc, Slide, Sheet]
• At least 3 years of experience in the field or in a related area
• College/Bachelor’s degree
• Curious and willing to learn
• Excellent communication skills
• Flexible and focused on solutions
• Organised and self-sufficient
• Able to work with multi-cultural and multi-national team