About the role
The Receptionist / Administrative Assistant will play a critical role in supporting the smooth operation of our office. This position requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. The ideal candidate will be a proactive problem solver with strong communication skills and a positive attitude.
Key Responsibilities:
- Provide administrative support to ensure efficient operation of the CEO office.
- Answer and direct phone calls, take messages, and field/respond to routine questions.
- Coordinate office activities and operations to secure efficiency and compliance with company policies.
- Manage schedules and calendars, arrange appointments, and coordinate meetings and events.
- Prepare and distribute emails, memos, letters, faxes, and forms.
- Assist in the preparation of regularly scheduled reports and maintain filing systems.
- Develop and maintain a filing system, both electronic and physical.
- Order office supplies and research new deals and suppliers.
- Maintain contact lists and handle requests for information and data.
- Book travel arrangements and prepare travel documents.
- Submit and reconcile expense reports.
- Provide general support to visitors.
- Act as the point of contact for internal and external clients.
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.
Qualifications:
- High school diploma or equivalent; college degree preferred.
- Proven experience (3+ years) as an administrative assistant, virtual assistant, or office admin assistant.
- Knowledge of office management systems and procedures.
- Proficiency in MS Office (MS Excel, MS Word, MS PowerPoint) and familiarity with office equipment, like printers and fax machines.
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.
- Ability to work independently with minimal supervision.
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