Office Assistant AmSpec Group

The Office Assistant provides comprehensive administrative and organizational support to the General Director while ensuring the smooth day-to-day operation and maintenance of the office. The role combines executive-level assistance, client coordination, administrative management, and office support responsibilities. The position requires strong organizational skills, discretion, professionalism, and the ability to manage multiple priorities efficiently.

• Provide direct administrative and organizational support to the Country Manager in daily operations and personnel-related matters.
• Ensure administrative management of nominations, client orders, and related administrative files.
• Provide client updates at least three times per day in accordance with Company best practices.
• Manage and screen incoming telephone calls; redirect calls and messages appropriately.
• Respond to inquiries received by phone and email in a professional and timely manner.
• Prepare, draft, and type reports, correspondence, and other documents from dictated notes or handwritten drafts.
• Distribute incoming postal and electronic mail and coordinate the internal flow of information between departments and external stakeholders.
• Schedule, organize, and confirm appointments and meetings for the Country Manager
• Record, prepare, and circulate minutes of meetings.
• Organize travel arrangements, including bookings and necessary reservations.
• Maintain and update company files, directories, and telephone records.
• Establish and maintain both manual and electronic filing systems.
• Welcome visitors, determine the purpose of their visit, and direct them to the appropriate person.
• Order office supplies, monitor stock levels, and maintain inventory records.
• Compile data, statistics, and other information when required to support research or operational activities.
• Supervise and train, when required, office staff regarding work methods and the use of standard office software.
• Support office maintenance and ensure smooth day-to-day administrative operations.
• Perform any other duties within the scope of an Assistant role, even if not specifically listed above.