Executive Assistant / Office Administrator needed at Alfred & Victoria Associates

Job Summary

• Personal Assistant (PA) works with senior staff to provide personalized secretarial and administrative support in a well-organized and timely manner.
• He/She support senior managers by offering administrative help such as monitoring a manager’s email, drafting communications on their behalf, planning and organising meetings and their travel.

Responsibilities

• Acting as a first point of contact, dealing with correspondence and phone calls
• Managing diaries and organising meetings and appointments, often controlling access to the manager/executive.
• Organising events and conferences
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• Collating and filing expenses
• Reporting to senior management and performing secretarial and administrative duties.
• Typing, formatting, and editing reports, documents, and presentations.
• Entering data, maintaining databases, and keeping records.
• Liaising with internal departments, answering calls, and making travel arrangements.
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.

Requirements

• Discretion and trustworthiness
• Proficiency in appointments scheduling and call forwarding systems.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills
• Flexibility and adaptability
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative
• Tact and diplomacy
• Must have a certificate in business administration or any other related courses
• Must be an experienced University graduate who very confident with public speaking and able to express ideas verbally and in writing.
• The candidates must have excellent computer skills.
• 2-3 years of experience as an Administrative Secretary would be advantageous.
• Ability to liaise internally and externally on administrative matters.
• Working knowledge of printers, copiers and scanners