Executive Administrative Assistant

Job Summary:

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support our team with various administrative tasks. The successful candidate will be responsible for managing office operations, coordinating communication, and providing support to ensure the efficient functioning of the organization. This is a highly confidential position at all times.

Key Responsibilities:

1. General Office Support
   • Answer and direct phone calls and emails.
   • Maintain and manage office supplies inventory.
   • Organize and schedule appointments, meetings, and travel arrangements.
   • Prepare and maintain office documents, reports, and presentations.
2. Administrative Duties
   • Draft, format, and proofread correspondence, documents, and reports.
   • Maintain and update filing systems (physical and digital).
   • Prepare and manage spreadsheets and databases.
3. Communication Management
   • Serve as the point of contact for internal and external stakeholders.
   • Coordinate communication between departments and clients.
   • Handle confidential and sensitive information with discretion.
4. Financial Administration
   • Preparation of invoices, month-end statements, and other financial documents.
   • Track expenses and maintain company budget records.
   • Track monthly performance versus budget.
   • Coordinate with internal and external auditors for financial reports.
5. Team Support
   • Provide administrative support to other staff members as required.
   • Assist with onboarding new employees and managing office onboarding tasks.

Required Qualifications:

• Education: Bachelor's in commerce or administration (Associate's or Bachelor's degree preferred).
• Experience: 3-5 years of experience in an administrative support role, ideally in a fast-paced office environment.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong organizational skills with attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to multitask and manage time effectively.
  • Strong problem-solving skills and ability to work independently.
  • Ability to adapt to changing priorities and work in a dynamic environment.
  • Basic understanding of financial or accounting principles.