Administrative Assistant

Job Information

Administrative assistants support managers, other employees, and office guests. They give polite assistance by phone, mail, or e-mail. Part of their tasks also involve making reservations and travel arrangements, and being a helpful, positive, and polite presence in the workplace. They must also be proactive and responsive, always ready to meet the needs of others.

Job Brief

Excellent candidates must be professional, polite, attentive, and accurate. They must be comfortable with computers, knowledgeable in general office work, and have good verbal and written communication skills. Administrative assistants perform several executive tasks, support senior-level managers, manage calendars, make travel arrangements, and prepare expense reports. They must be independent workers, well-organized, and great time managers.

Job Responsibilities

• Act as a point of contact of executives, employees, clients, and other external partners
• Manage the flow of information in a timely and accurate manner
• Maintain executives’ calendars and organize meetings
• Make travel and accommodation arrangements
• Manage schedules to avoid conflicts
• Monitor daily expenses and prepare weekly, monthly, or quarterly reports
• Oversee the performance of other clerical staff
• Prepare internal and external communication including memorandums, e-mails, presentations, and reports
• Set up meetings and reorder supplies
• Transcribe minutes from meetings, create presentations, and conduct research
• Screen and direct phone calls and distribute correspondence
• Organize and maintain the office filing system
• Anticipate the needs of other staff to ensure their seamless and positive experience

Job Qualifications

• Strong background as an executive assistant, personal assistant, or similar roles is an advantage
• Excellent typing and computer skills
• Proficient with Microsoft Office applications
• Outstanding organizational and time management skills
• Familiar with office equipment and applications (e.g. e-calendars and copy machines)
• Excellent verbal and written communication skills
• Multilingual (an advantage)
• Able to maintain discretion and confidentiality
• Associate degree in a relate field or equivalent