Job Description

• Answering the main reception phone, diverting to relevant parties or taking and distributing messages for the appropriate person
• Co-coordinating office operations including greeting and directing visitors, candidates, and vendors.
• Coordinate meetings, send Outlook invite, and secure meeting room, order lunch, handle invitations, and other related responsibilities as required.
• Arrange national and international travel for management as well as new hires, visiting employees or others as needed. Provide on-going office based support while the senior management groups are travelling.
• Create and maintain expense reports for Management Team.
• Attend meetings at the request of the senior management team, document minutes of the meetings and distribute minutes to all relevant parties.
• Contributes to team efforts to achieve operational efficiency and a positive working environment.
• Performs Administrative duties, as needed. (i.e., Sends Fed Ex packages, handles invoices; performs general office duties including copying, filing and faxing; and creation of documents.
• Performs other administrative tasks as requested by the site lead and office manager or other members of the team.
• Performs job duties under supervision. Understands company policies and practices and interfaces with all levels of employees.
• Strong relationship skills. Ability to build a rapport with colleagues at all levels in different functions as well as external visitors and callers.
• Good working knowledge of Microsoft Office as well expense management systems (Concur preferred but not required)

Required Knowledge, Skills, and Abilities

Strong organizational abilities (including the ability to handle multiple tasks/projects simultaneously), accuracy and attention to detail are required in this position. Interacts effectively and professionally with others. Ability to communicate effectively with all levels of the organization. Mathematical - Aptitude with numbers including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Detail oriented; has excellent time management; is flexible, helpful, quick learner, proactive and courteous. Able to manage projects with modest supervision and handle/prioritize multiple tasks and requests simultaneously. Ability to support a number of different managers working in a cross functional team. Strong interpersonal and communication skills (written and oral); able to maintain confidentiality of information. High level of technical proficiency in computer and phone systems (e.g. iPhone & Face Time, MS PowerPoint, Outlook, Excel, Word, SharePoint, meeting room reservations, Ready Talk. A-Levels.