Administrative Assistant

Job Description

Providing a variety of secretarial support to assigned administrator and department; establishing and maintaining department records; tracking department funds, grants and purchasing; compiling reports; ensuring compliance of department records with mandated requirements; and monitoring assigned projects and/or program components.

Responsibilities

• Handling administrative requests and queries from CFO and finance team members.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary, taking detailed minutes in all meetings.
• Follow up on all MOM and make sure that each member finalizes the requested work and tasks.
• Answer and direct phone calls, in a polite and professional manner.
• Write and distribute email, correspondence memos, letters, faxes, contracts and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Update and maintain office policies and procedures.
• Order office supplies and research new deals and suppliers
• Maintain contact lists.
• Book travel arrangements for CFO and finance members.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Act as the point of contact for internal and external clients.
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers in other departments.
• Support other departments executives upon request, when needed or when the department assistant is on leave or other.
• Performing manager evaluations, assist in feedback and needs.
• acting as a liaison between employees and management.
• creating and enhancing programs surrounding diversity, equity, and inclusion, thinking strategically about all aspects of employee recruiting, hiring.
• Budget code confirmations for NI departments.
• Handle and support department calendar and schedule meetings for staff.
• Develop and maintain department filing system.
• Assist in the preparation of regularly scheduled reports.
• Tracking department budget, ensure accurate and timely reporting.
• Tracking and keeping records for department vacation plan.
• Assists with other department duties as assigned and needed, based upon the changing priorities of the department and division .
• Performs other related duties as requested by the company.
• Organizing and scheduling appointments for CFO and finance team members in addition to any external parties such as KPMG, including making appointments and prioritizing the most sensitive matters.
• Providing administrative assistance to CFO, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Performing minor accounting duties.
• Plan for the yearly training needs for finance department.
• Plan events and activities for finance department.
• Manage finance department members needs, supplies or internal technical issues.
• Work on the team constant bond and connection.
• Support finance team with legal requirements and duties.
• Coordinating events and training.
• Find deals and discounts for employees, partnerships with NI.
  
  

Qualifications

• Bachelor’s degree from a recognized university.
• 2+ years of experience in a related field.
• Highly skilled in performing general office tasks including bookkeeping, filing, taking minutes and managing records.
• Very Good command of English language (Listening, Speaking, Reading and Writing) or equivalent to Upper Intermediate level.
• An excellent working knowledge of Word.
• Exceptional time management and problem-solving skills.