Administrative Assistant

Job Overview

We are seeking a proactive and highly organized Administrative Assistant to provide comprehensive support to the [Chairman/Executive Team]. This dynamic role will involve managing various day-to-day administrative tasks, handling special requests from the Chairman, and ensuring the smooth operation of the office. The ideal candidate should possess strong experience with CRM systems, excellent communication skills, and the ability to handle sensitive tasks with utmost discretion and professionalism. As a key player in maintaining office efficiency, the Administrative Assistant will play a vital role in facilitating both routine and ad-hoc tasks, ensuring a seamless and productive work environment for senior leadership.

Job Description

• Manage the day-to-day administrative functions of the office. This can include handling correspondence (emails, phone calls, and letters), maintaining filing systems, and ensuring the office runs smoothly.
• Coordinate meetings, appointments, and travel arrangements for executives.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential and sensitive information with discretion and integrity.
• Assist in managing and tracking ongoing projects, ensuring timelines are met.
• Serve as a point of contact between executives and internal/external stakeholders.
• Organize and maintain filing systems (physical and electronic) for easy retrieval of documents and information.
• Ensure smooth communication between departments and executives, helping to clarify project goals and objectives.
• Prepare internal and external communications, including memos, emails, and presentations.
• Coordinate domestic and international travel, including booking flights, accommodations, and itineraries.
• Organize events, meetings, and conferences, managing logistics and ensuring successful execution
• Schedule meetings, appointments, and travel arrangements. Ensure that the relevant people are kept informed and organized.
• Draft, format, and proofread documents, including reports, presentations, and communications. Often responsible for creating and updating spreadsheets and reports.
• Greet visitors, handle inquiries, and provide general support to clients, staff, and visitors, maintaining a professional and positive office environment.
• Maintain accurate records and ensure compliance with office policies and procedures.
• Assist senior staff, project teams, and department heads with various administrative needs, including research, meeting coordination, and task management.
  
  

Qualifications

• Bachelor’s degree or equivalent work experience preferred.
• 1-4 Proven experience as an administrative or executive assistant role.
• Proven experience with CRM software (e.g., Salesforce, HubSpot, Zoho CRM, etc.) is Preferable.
• Previous experience supporting senior executives or handling high-level administrative tasks is highly desirable.
• Strong organizational and multitasking abilities.
• Excellent communication skills (written and verbal).
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and ability to work under pressure.
• Ability to maintain confidentiality and exercise discretion.