admin assistant

Job Responsibilities

• Manage and maintain executives' schedules, ensuring optimal time allocation for meetings and appointments while anticipating scheduling conflicts.
• Prepare and organize documents for meetings, including agendas and minutes, to facilitate effective communication and decision-making.
• Serve as the primary point of contact for internal and external communications, demonstrating professionalism and clarity in all interactions.
• Oversee office supplies inventory, placing orders timely to maintain seamless operations, while managing vendor relationships.
• Assist in the preparation of presentations and reports, utilizing software tools to convey information clearly and persuasively.
• Coordinate travel arrangements, including itineraries and accommodations, ensuring all logistics align with budgetary constraints.
• Implement and maintain filing systems, both physical and digital, to ensure efficient retrieval of information and compliance with data management policies.
• Support project management efforts by tracking deadlines and deliverables, using project management software to ensure projects stay on course.
• Conduct research and compile data for various administrative needs, providing insights that contribute to informed decision-making.
• Facilitate onboarding processes for new employees, coordinating training schedules and ensuring they have the necessary resources.

Desired Candidate Profile

• Minimum of a high school diploma, with a preference for an associate or bachelor's degree in business administration or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
• Strong verbal and written communication skills, with the ability to interact effectively with diverse stakeholders.
• Fluency in English is required, with additional language skills considered an asset, especially in multicultural environments.
• A proactive approach to problem-solving, with the initiative to take on additional responsibilities as needed.
• Ability to manage multiple tasks simultaneously while maintaining a high level of professionalism and composure under pressure.
• A positive attitude and strong work ethic, contributing to a collaborative and productive workplace environment.