Primary Responsibilities:

Organization, set up, coordination, management of and assistance at meetings, events, conferences etc.
Assistance in securing a location/conference room, ensuring it is equipped with necessary hardware
Assistance with preparation, recording and distribution of meeting agenda and minutes
Coordination and order placement for any meal requirements during activities, as provisioned by management authority
Procurement for the department (office, equipment, activity related items and pantry supplies), which includes creating PO/PR in company systems, reaching out to vendors/suppliers, tracking inventories, monitoring invoices and spending and associated documentation and related activities
Assistance in the processing of reimbursements for expenses incurred during travel and out of-pocket expenses while following established guidelines
Preparation of detailed expense summaries and relevant documentation to track monthly, quarterly or yearly expenses for the department – consolidation of data pertaining to departmental expenses such as accruals, reimbursements, and expense reports
Coordination of the request of all computer hardware, software and telecom services as necessary for newly hired employees and maintains records needed for upgrading hardware
Management of proper asset distribution regarding supplying newly hired, transferred or existing staff with proper and sufficient supplies
Coordination and arrangement of travel/conference accommodation • Arrangement, distribution, file management of incoming and outgoing mail and other documents.
Circulation and/or release of inter-office memos, notices, and other related communication
Efficient and effective handling of incoming and outgoing telephone communications with internal and external business partners
Coordination of departmental phone support for staff as necessary • Maintenance of departmental calendar and monitoring departmental coverage
Assistance in setting up and scheduling interviews and onboarding of new employees. Archiving departmental documents (i.e. JDs, CVs)
Point of Contact for local administrative items related to Mobile, Concur, FYB, Healthcare card (ex. HMO vendor), Corporate credit card, lockers and related local site activities
Compliance with confidentiality in all aspects of the department’s dealings • Assistance in functional needs in areas of project coordination, team communication and site activities as needed
Uphold a good working relationship to ensure support and assistance is readily available for the team and coordination with other departments such as IT, HR and Facilities for any related concerns.

Desired Profile:

Graduate of bachelor’s degree preferably office and administration management.
Can quickly adapt and understand company processes, programs and structure implementation across the organization.
Preferably with 1-4 years of relevant working experience in the same field. • Good verbal and written communication.
Good interpersonal, analytical, comprehension, problem solving and time management skills.
Detail oriented and can work with minimal supervision.
Must have experience with MS Office applications (Visio, Outlook, Excel, Word, Power Point etc.)

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Administrative Assistant

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