Admin Assistant & Receptionist

Job Description

<p><strong><span>Roles &amp; Responsbilities:</span></strong></p><br><ul><br><li><span>Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.</span></li><br><li><span>Providing real-time scheduling support by booking appointments and preventing conflicts.</span></li><br><li><span>Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.</span></li><br><li><span>Screening phone calls and routing callers to the appropriate party.</span></li><br><li><span>Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.</span></li><br><li><span>Greet and assist visitors.</span></li><br><li><span>Maintain polite and professional communication via phone, e-mail, and mail.</span></li><br><li><span>Anticipate the needs of others in order to ensure their seamless and positive experience.</span></li><br><li><span>Reporting to management and performing secretarial duties.</span></li><br><li><span>Processing, typing, editing, and formatting reports and documents.</span></li><br><li><span>Filing documents, as well as entering data and maintaining databases.</span></li><br><li><span>Liaising with internal departments and communicating with the public.</span></li><br><li><span>Directing internal and external calls, emails, and faxes to designated departments.</span></li><br><li><span>Arranging and scheduling appointments, meetings, and events.</span></li><br><li><span>Monitoring office supplies and ordering replacements.</span></li><br><li><span>Assisting with copying, scanning, faxing, emailing, note-taking, and travel bookings.</span></li><br><li><span>Preparing facilities and arranging refreshments for events, if required.</span></li><br><li><span>Observing the best business practices and etiquette.</span></li><br></ul><br><p><strong><span>Requirements:</span></strong></p><br><ul><br><li><span>High School Diploma or GED.</span></li><br><li><span>Formal qualification in office administration, secretarial work, or related training.</span></li><br><li><span>5-8 years of experience as an Administrative Secretary would be advantageous.</span></li><br><li><span>Advanced proficiency in managing documents, spreadsheets, and databases.</span></li><br><li><span>Ability to interact internally and externally on administrative matters.</span></li><br><li><span>Exceptional filing, recordkeeping, and organizational skills.</span></li><br><li><span>Working knowledge of printers, copiers, scanners, and fax machines.</span></li><br><li><span>Proficiency in appointment scheduling and call forwarding systems.</span></li><br><li><span>Excellent written and verbal communication skills.</span></li><br><li><span>Exceptional interpersonal skills.</span></li></ul>