Job Description

Responsibilites

Answer and direct phone calls

Organize and schedule meetings and appointments

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies

Book travel arrangements

Submit and reconcile expense reports

Provide general support to visitors

Provide information by answering questions and requests

Take dictation

Research and creates presentations

Generate reports

Help monitor invoices

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

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Organise travel arrangements for senior managers when needed

Write letters and emails on behalf of other office staff

Book conference calls, rooms, taxis, couriers, hotels etc.  

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 enquiries

Develop and update administrative systems to make them more efficient

Resolve administrative problems

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

Photocopy and print out documents on behalf of other colleagues

Qualifications and skills:

Reporting Skills

Administrative Writing Skills

Microsoft Office Skills

Analysis

Professionalism

Problem Solving

Supply Management

Inventory Control

Verbal Communication

Office Administration Procedures

Typing Skills

Attention to Detail

Accuracy

Multitask

Telephone Skills

Teamwork

Discretion and Judgment

Patience

Knowledge of illustrator would be an advantage

Drivers Licence required

Required Knowledge, Skills, and Abilities