ADMINISTRATIVE ASSISTANT

EXQUISITE MEDIA, one of the fastest growing print and online media publishers is seeking:

RESPONSIBILITIES:

• Answer and direct phone calls
• Organize and schedule appointments and meetings
• Maintain contact lists
• Produce and distribute correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Research and create presentations
• Generate reports
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone, or face to face inquiries
• Develop and update administrative systems to make them more efficient
• Receive, sort, and distribute the mail
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Confirm restaurant reservations for senior staff

REQUIREMENTS:

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• At least 5 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred

SKILLS & PROFICIENCIES:

• Reporting Skills
• Administrative Writing Skills
• Proficiency in Microsoft Office
• Analysis
• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Flexibility
• Editing and Proofreading