Administrative Assistant

HSTCO

Summary of responsibilities:


The senior administrative assistant is responsible for assisting the AGM of support in managing the administration environment and following up on all administrative duties and tasks to ensure that all the activities of the department are running smoothly.


Duties and Responsibilities:


Prepare leases, tenancy agreements, licenses and easements.

Liaise with third parties (legal councils, auditors, consultants) at a high level to ensure proper follow up on all dossiers and their timely execution.

Review/follow up on all third-party contract agreements.

Forward legal documents to the appointed legal advisors for review and ensure proper follow up until completion of task.

Review all insurance policies and ensure policies are kept updated and renewed in a timely manner

Liaise with service providers regarding all matters concerning maintenance, facilities, utilities

Check deadlines on incoming requests and put preliminary work in play.

Maintain calendar; ascertain to fix commitment deadlines and ensure their achievement

Process replies on own initiative or from notes received

Follow up, execute and coordinate all transactions and communications related to the company projects

Prepare annual MOMs and PV for the company.

Maintain all company records and update them at all times.

Organize all department electronic files, paper files and archives.

Perform basic accounting duties as assigned and support the accounting department as needed.

Perform other related missions as required.

Assure discreet handling of all business

Other duties as needed to ensure the efficiency of the Administration function is optimized


Skills and Qualifications


BA degree in Business Management

Master degree is a plus

5 years experience in the same field.

Communications Skills

Accuracy

Time management skills

Leadership skills

High Organizational skills

Ability to work under pressure & tight schedules

Ability to multitask

Ability to maintain high level of confidentiality

Proficiency in Microsoft Office