Administrative Assistant

Job Description

Job description / Role

Daily tasks:
• Responsible for answering all incoming calls, filtering them and directing them to the appropriate party.
• Schedule appointments for the Chairman and Executive team and book zoom calls, conference room, and time for depositions and meetings.
• All incoming mail and packages delivered to the firm are received, scanned, and saved to the server; and directed to the relevant department.
• Complete general office tasks, including copying, filing, and faxing various documents at the request of senior advisors.
• Data entry duties include processing incorporation through Offshore, On Shore, and Free Zone portals and tasks such as typing out memos, letters, resolutions, NoC & Quotes.
• Monitor the office supplies used by the staff, ordering new items as necessary.
• Physically must deposit cash, cheques or other related documents to authorities and banks. Deal with Freezone, Offshore and Federal authorities regarding various client needs, including but not limited to incorporations, annual returns and filings, visas, medical insurance policies, rentals and telecommunication requirements.
• Make the daily coffee and tea, ensuring that these beverages are available to all staff and visitors throughout the day.
• Keep the entrance area of the firm neat and appealing at all times. This may include replacing flowers, watering plants, light dusting, and other cleaning tasks.