Administrative Assistant

Job Description

Job Description

Role Mandate :

This person will perform a variety of administrative and office tasks,  supporting 5 or more executives or managers.  This role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

Team Structure :

There is one other admin assistant who will train them but work will be mostly independent.

Role Responsibilities :

• Acts as  office coordinator by managing on-site issues
• Orders all kitchen and office supplies
• Maintains guest and kitchen areas
• Leads the planning, coordinating, and implementing team events
• Provides administrative and operational support within a large, diverse team including one or more senior executives.
• Employs systems (e.g. customized exception reports, tracking reports etc.) to manage information.
• Builds effective relationships with internal / external stakeholders.
• Gathers and  formats data into regular and ad-hoc reports, and dashboards.
• Manages and monitors calendars and upcoming events.  Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Dispatches outgoing communications.
• Processes invoices for payment  in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports.  Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight / hotel reservations  as needed.
• Liaises with internal business units and external vendors  and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level;  anticipating needed supplies;  placing and expediting orders for supplies; verifying receipt of supplies.
• Thinks creatively and proposes new solutions.
• Exercises judgment to identify, diagnose, and solve problems within given rules.
• Broader work or accountabilities may be assigned as needed.

Must Have Skills :

Nice to Have Skills :