Office Assistant

Confidential Company

The candidate will contribute to the overall effectiveness of the business by performing secretarial duties, providing administrative / technical support, and carrying out clerical tasks within the two entities of assignment.

Administrative Tasks:

· Perform full secretarial and administrative support duties towards Sections and both Departments;

· Type standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) under dictation or draft;

· Write-up standard paperwork and correspondence (letters, faxes, memo, minutes, presentations etc) in English, associated with managers or other professionals;

· Define and produce non-standard reports;

· Screen telephone calls and take messages, or redirect as necessary;

· Attend telephone calls and answer questions on business related issues;

· Represent first point of contact for visitors to the company;

· Control movements of incoming and outgoing visitors and contribute to their awareness of Company safety guidelines;

· Organise, actively contribute to the organisation of meetings, conferences & business events in coordination with various parties;

· Maintain schedules for both Department SVP’s, VPs, Managers & section heads (managing agenda);

· Register, record and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc;

· Logistics and administrative support for visitors from HQ (ex. Tickets, hotel bookings, arrangement of transportation if required).

· Maintain appropriate filing system by organising, archiving, controlling and retrieving produced/received documents/reports (e.g. assigning codes etc.);

· Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings;

· Provide administrative / technical assistance in entities work processes (data entry & updating of database information, verification of information, generating standard reports from the system, etc.);

· Carry out general administration / process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arrange flight/hotel reservation);