Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to join the team. The ideal candidate will provide essential support across various administrative functions, ensuring the smooth and efficient operation of our office. This role involves financial planning, budget & cost control, adhering to policies and procedures, and offering vital administrative support to our team.

Key Responsibilities:

Financial Planning, Budget & Cost Control

• Prepare detailed reports on activities exceeding the annual budget.
• Process invoices in line with agreements and assist in tracking the budget.

Policies, Processes, and Procedures

• Adhere to company policies, systems, and procedures to ensure consistent and controlled work execution.

Administrative Support

• Handle day-to-day administrative tasks, including document preparation, filing, and file maintenance.
• Send proactive reminders and notifications to ensure punctuality and preparedness.
• Systematically organize and update documents, ensuring easy retrieval and confidentiality.
• Manage incoming and outgoing correspondence, including emails and phone calls, directing inquiries as needed.
• Coordinate and manage team members' calendars, schedule meetings, appointments, and travel arrangements.
• Assist in organizing meetings, conferences, and events, managing logistics, catering, and technology setup.
• Develop various documents, reports, and presentations using appropriate software.
• Perform general administrative tasks, such as photocopying, scanning, filing, and data entry.
• Resolve administrative issues by analyzing information and proposing solutions.
• Provide requested information and fulfill specific requests from team members.
• Maintain continuity of work operations by documenting and communicating needed actions to management.
• Propose and implement solutions for improving current processes.

Documentation and Reporting

• Compile and submit regular reports as required by standard operating procedures.
• Perform additional duties as needed.