We are currently seeking a detail-oriented and organised Team Secretary / Administrative Assistant to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.
Responsibilities:
Support team members with MS Word, PowerPoint and Excel based tasks.
Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
Prepare and draft letters, reports, agendas, and papers for meetings.
Inputs and updates information in databases and spreadsheets.
Assist in data entry, generating reports, and compiling information as required by the team.
Assist in drafting and collating pitching material.
Ensure reports and outputs are in line with formatting standards.
Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
Prepare precise targeted e-marketing emails.
Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
Arrange and execute post and courier services.
Answer phone calls, respond to emails, and handle correspondence on behalf of the team.