Job Description1. Administrative SupportProvide high-level administrative support to staff and management, including managing schedules, coordinating meetings, and arranging travel.Handle incoming and outgoing correspondence, including emails, phone calls, and physical mail.Prepare correspondences, reports, presentations, and data analysis as required by the management team.2. Office CoordinationOversee daily office operations to ensure the office environment is organized and efficient.Manage office supplies inventory, coordinate with vendors, and handle purchasing of office materials and equipment.Assist in organizing company events, meetings, and conferences, including venue arrangements and logistics.3. Calendar ManagementMaintain and update the executive's calendar, ensuring effective time management and scheduling.Coordinate with internal and external stakeholders for meetings, appointments, and conferences.Prepare meeting agendas, take minutes, and follow up on action items.4. Documentation and FilingMaintain an organized electronic and physical filing system for confidential documents, records, and reports.Organize and maintain files, both electronic and paper, for easy retrieval and reference.Draft, proofread, and edit correspondence, reports, and other documents as needed.Ensure compliance with company policies and procedures in handling sensitive information.5. Travel ArrangementsArrange domestic and international travel, including booking flights, accommodation, and transportation for executives and employees.Prepare travel itineraries and manage expense reporting and reimbursement processes.Assist in obtaining visas and other travel-related documents.6. Communication ManagementServe as a point of contact between staff, management, and external stakeholders.Handle and prioritize all outgoing and incoming communications, ensuring prompt responses.Coordinate communication and follow-up on tasks within the team or department.7. Project AssistanceSupport various projects by conducting research, compiling data, and preparing reports.Conduct research using online tools and resources and assist staff and management in client engagement.Collaborate with different stakeholders to ensure project deadlines are met.Track project progress and provide regular updates to stakeholders.8. Event Planning and CoordinationAssist in organizing and coordinating company events, team-building activities, workshops, and training sessions.Handle logistics, including venue booking, catering, transportation, and material preparation.Ensure all events run smoothly and within budget.9. HR SupportAssist HR with administrative tasks such as onboarding new hires, and scheduling interviews.Monitor and track expenses, employee claims and processing invoices.Ensure compliance with financial policies and procedures.Ensure compliance with employee handbook.10. Miscellaneous Administrative TasksPerform ad-hoc tasks and special projects as assigned by management.Manage office cleanliness, maintenance, and security in collaboration with facilities management.Ensure a professional and welcoming office environment for employees and visitors.#J-18808-Ljbffr