Administrative Assistant

Position Summary

We are seeking a proactive and highly organized Administrative Assistant to provide administrative support to the [Chairman/Executive Team]. This role will involve managing various day-to-day tasks, handling special requests from the Chairman, and ensuring smooth office operations. The ideal candidate should have strong experience with CRM systems, excellent communication skills, and the ability to handle sensitive tasks with discretion and professionalism.

Key Responsibilities

• Chairman Support:
• Assist the Chairman with day-to-day administrative tasks and special projects as requested.
• Manage the Chairman's calendar, schedule meetings, and ensure timely follow-ups on action items.
• Prepare reports, presentations, and documents for meetings and events.
• Handle sensitive and confidential information with the utmost discretion.
• Administrative Tasks:
• Answer phone calls, emails, and in-person inquiries, redirecting them as necessary.
• Organize and maintain filing systems, ensuring that both physical and digital files are up to date and accessible.
• Coordinate travel arrangements, including flights, accommodations, and itineraries.
• Manage office supplies, place orders, and track inventory.
• CRM Management:
• Use the company’s CRM software to manage and track customer/client interactions and information.
• Ensure data is accurately entered and maintained in the CRM system, including contact details, communication history, and follow-up tasks.
• Generate reports from CRM systems for management as required, highlighting key metrics and trends.
• Assist in the maintenance and segmentation of customer databases for targeted communications.
• Other Responsibilities:
• Coordinate events, meetings, and conferences as requested by the Chairman or department heads.
• Handle correspondence and communication on behalf of the Chairman, ensuring a timely and professional response.
• Support the HR department with administrative tasks related to employee onboarding and scheduling.
  

Required Qualifications

• Education:
• Bachelor’s degree or equivalent work experience preferred.
• Experience:
• Minimum of 2-3 years of experience in 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.
• Skills:
• 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.
  

Preferred Qualifications

• CRM Experience:
• Familiarity with advanced CRM features such as workflow automation, reporting, and analytics.
• Additional Skills:
• Experience with project management tools (e.g., Asana, Trello, Monday.com) is a plus.
• Ability to prioritize tasks in a fast-paced environment.