Office Admin Assistant

An Administrative Assistant to manage the office, supervise staff and handle duties for upper management. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. 

• Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly
• Assist in training staff members and new hires
• Implement and monitor programs as directed by management, and see the programs through to completion
• Generate memos, emails and reports when appropriate
• Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines
• Maintain office supplies by checking inventory and order items
• Respond to questions and requests for information
• Answer incoming calls and assume other receptionist duties when needed

Core Responsibilities

• Office Coordination: Manage daily office operations, greet visitors, and route calls or emails to the appropriate personnel.
• Calendar & Travel Management: Schedule appointments, organize meeting agendas, book conference rooms, and arrange complex travel itineraries.
• Documentation & Records: Create, update, and maintain organized digital and physical filing systems. Take meeting minutes and type up letters or reports.
• Supply & Vendor Management: Monitor office inventory, order necessary supplies, and coordinate with external vendors or contractors.
• Financial Support: Process expense reports, manage petty cash, track invoices, and assist with basic bookkeeping

Key Skills Required

• Communication: Exceptional written and oral communication skills for corresponding with clients, staff, and leadership.
• Organization & Time Management: High attention to detail and the ability to multitask in a fast-paced environment.
• Technology Proficiency: Strong command of office software like Microsoft Office Suite (Word, Advance Excel, PowerPoint) and Google Workspace, along with basic database management.
• Discretion: Ability to handle sensitive company and employee information with strict confidentiality