Administrative Assistant

Soft STM

Core Administrative Responsibilities:

• Manage and organize office operations and procedures
• Maintain filing systems (physical and digital)
• Prepare reports, presentations, and correspondence
• Handle incoming and outgoing mail and emails
• Maintain office supplies inventory and place orders
• Develop and implement administrative systems

Communication & Coordination:

• Answer phone calls and direct inquiries appropriately
• Serve as the point of contact for internal and external stakeholders
• Schedule meetings, appointments, and conference calls
• Prepare meeting agendas and take minutes
• Coordinate travel arrangements (flights, hotels, visas if needed)

Documentation & Data Management

• Draft letters, memos, and official documents
• Maintain databases and records
• Handle confidential information with discretion
• Prepare invoices, expense reports, and basic financial documents

Support to Management / Departments

• Assist executives or managers with daily tasks
• Monitor deadlines and follow up on action items
• Support HR tasks (attendance, onboarding paperwork, leave records)
• Assist in event planning and company activities

Technology & Office Systems

• Use office software (Word, Excel, -PowerPoint, Outlook, ERP/CRM systems)
• Manage calendars and scheduling tools
• Maintain office equipment and coordinate maintenance

Customer Service & Front Office Duties (if applicable)

• Welcome visitors and clients
• Provide information and assistance
• Handle complaints or direct them to the appropriate department