Purpose of the Job

The Administrative Assistant will provide comprehensive administrative support to ensure the smooth operation of the office. This role involves handling a variety of tasks, including managing schedules, coordinating meetings, maintaining records, and assisting with communication. The ideal candidate will be organized, detail-oriented, and able to work effectively in a fast-paced environment

Job Description

• Manage daily office operations, including maintaining office supplies, equipment, and a clean work environment.
  Coordinate and schedule appointments, meetings, and travel arrangements for management and staff.
  Serve as a point of contact for internal and external communications, handling inquiries and directing them appropriately.
  Prepare, organize, and maintain documents, reports, and presentations, ensuring all materials are accurate and up to date.
  Maintain filing systems (both physical and digital) to ensure easy access to information and compliance with company policies.
  Perform data entry tasks and manage databases, ensuring accuracy and confidentiality of information.
  Assist in the planning and execution of special projects and events as needed, providing logistical support.
  Assist with basic accounting tasks, such as processing invoices, expense reports, and budgeting.
  Provide excellent customer service by addressing inquiries and issues from clients, vendors, and colleagues.
  Handle sensitive information with discretion and maintain confidentiality in all matters.
  HR Notice Board: Manage the monthly HR notice board, including employee birthdays, company announcements, global team updates, and upcoming events, using a single standardized design
  Purchase Orders & Business Cards: Raise purchase orders for specific company events and activities, including vendor creation and coordination. Process employee business card requests using the standard template and coordinate with suppliers.
  English Exams: Coordinate and administer English language examinations as required.
  Interview Coordination: Coordinate the end-to-end interview logistics, including scheduling interviews, arranging appointments with candidates and interviewers, booking meeting rooms, and ensuring all required arrangements are in place.
  Administrative Support: Provide administrative support for hotel reservations, flight bookings, restaurant reservations, training sessions, meetings, visitors, and guests
  Health Insurance Administration: Support employee health insurance enrollment, cancellation, and related administrative processes.
  Compliance Projects: Provide administrative and coordination support for compliance-related projects and initiatives as required.
  Business Support: Provide temporary administrative support to Customer Service and Commercial teams during periods of maternity leave, extended annual leave, sick leave, or other business needs.
  Employment-Related Letters: Prepare and issue official employment-related documents, including employment certificates, experience letters, and embassy letters.
  HR Projects & Administrative Support: Support HR projects, initiatives, filing, documentation, record maintenance, and other HR-related administrative activities.

Job Requirements - Experience and Education

• A bachelor’s degree in business management or equivalent.
•  1-3 years of experience in an administrative role or similar position.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.

Leadership Behaviors

Skills