Administrative Assistant

Answer and direct phone callsOrganize and schedule meetings and appointmentsMaintain contact listsProduce and distribute correspondence memos, letters, faxes and formsAssist in the preparation of regularly scheduled reportsDevelop and maintain a filing systemOrder office suppliesBook travel arrangementsSubmit and reconcile expense reportsProvide general support to visitorsProvide information by answering questions and requestsTake dictationResearch and creates presentationsGenerate reportsHandle multiple projectsPrepare and monitor invoicesDevelop administrative staff by providing information, educational opportunities and experiential growth opportunitiesEnsure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniquesMaintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of suppliesMaintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societiesContribute to team effort by accomplishing related results as neededCarry out administrative duties such as filing, typing, copying, binding, scanning etc.Organize travel arrangements for senior managersWrite letters and emails on behalf of other office staffBook conference calls, rooms, taxis, couriers, hotels etc. Cover the reception desk when requiredMaintain computer and manual filing systemsHandle sensitive information in a confidential mannerTake accurate minutes of meetingsCoordinate office proceduresReply to email, telephone or face to face enquiriesDevelop and update administrative systems to make them more efficientResolve administrative problemsReceive, sort and distribute the mailAnswer telephone calls and pass them onManage staff appointmentsOversee and supervise the work of junior staffMaintain up-to-date employee holiday recordsCoordinate repairs to office equipmentGreet and assist visitors to the officePhotocopy and print out documents on behalf of other colleagues