Administrative Assistant

This role requires handling of phone calls, responding incoming and outgoing correspondences, organizing internal and external events, supporting with all administrative matters and keeping the office organized as well as support all efforts and process on Sales and Clients matters.

Main Responsibilities
• Ensure that there is administrative support available to all the employees at any point of time.
• Handles reception and incoming phone calls, fax, couriers, post and e-mail messages.
• Accepts, identifies, copies, dates/labels, files and distributes all incoming correspondence, including from couriers.
• Prepares outgoing priority correspondence forms.
• Sends out the received mail from the office.
• Sends, copies, dates and files faxes as requested by employees.
• Forwards all incoming/outgoing e-mail.
• Monitors conference and meeting room usage, services those rooms.
• Co-ordinate in organizing meetings (with clients, intermediaries, legal counsel, notaries) and assists in the smooth operation of office meetings.
• Receives and welcomes clients, offers refreshments, and refers them to the appropriate parties.
• Maintains the office calendar and registers all absence. Helps with the vacation planning and records. Provide leave and absence related support and assist Group Human Resources on any other local administrative matters related to hiring, absence, audit or exits.
• Management & update of internal databases and provide administrative support.
• Ensure inventory maintenance.
• Monitors, restocks and buys the supplies of the kitchen / pantry, and office / building requirements in general (arranges sufficient office stationary and supplies/support).
• Ensure that there is administrative support available to all the employees at any point of time.
• Plans, organizes, prepares agenda and schedules meetings for the Management and staff with external prospects and clients. Prepare minutes if requested.
• Ensure that files are maintained and readily accessible. Labels, scans and files all correspondences and documents up to date e.g. cards, bank statements, invoices, receipts, and other records of client companies that are not being handled by the Account Manager and/or other assistants.
• Ensures that the office is kept tidy and well organized at all times ad health and safety standard are met.
• Ensure that office automation is undertaken on a continuous basis.
• Manages the petty cash, inserts expenditure data into excel and sends the excel sheet to the Internal Accounting Department / Accounting Officer (maintains quarterly overviews of petty cash expenditures).
• Manages the petty cash, inserts expenditure data into excel and sends the excel sheet to the Internal Accounting Department / Accounting Officer (maintains quarterly overviews of petty cash expenditures).
• Organizes, coordinates and assists in the smooth operation of seminars.
• Arranges Visa applications and assists Travel Desk for business trips and in-coming visitors from other offices.
• Helps with special projects (e.g. data entry, mailings, decorating offices for birthdays and holidays, etc.).
• Prepare necessary data for monthly payroll processing, if instructed by Management.
• Prepare for events both inside the company and external events.
• Research relevant events and register participants, assist with researching prospects and create databases.
• Send emails to relevant groups, make follow-up calls and emails, where required.
• Assist to prepare PLEs where necessary, and collect and prepare onboarding documents.
• Assist with invoice issuance. Other Duties
• Undertake such other duties, related to the position, as may from time to time be agreed with Management.

Qualifications, skills, and experience
• Graduate or diploma or equivalent, and/or relevant experience of at least 2 years, with prior Payroll and Accounting experience.
• Thorough knowledge of the established filing system with strong organizational skills.
• High energy, self-motivated with a high degree of accountability.
• Strong commercial mindset, takes initiative, positive and proactive, dedicated, focused and revenue and target driven.
• Excellent organizational, interpersonal and communication skills.
• Excellent client facing skills. Well-developed spoken and written communication skills and the ability to tailor style to relevant audiences, and successfully liaise with people at different levels. Excellent English language fluency; additional languages preferred.
• Strong analytical and problem solving skills, solution driven, highly organized and detailorientated with good decision making and time management skills. Independent, hands-on and takes accountability to deliver solutions and results.
• Ability to adapt and work in a smaller, dynamic local team environment; along with being part of a bigger matrix organization. Proven leadership and team player skills, with ambition to excel in the role