Administrative Assistant

Job Description

Overview:

Entry level role.

To provide an excellent event administrative service for the department (2 accounts managers, 1 event planner and a production team) ; as well as being responsible for administrative tasks such as reports, forms, organizing, and following up and tracking pending projects, recording project data, preparing correspondence, assisting with permits, following up on requests with other departments such as finance and procurement.

Key responsibilities:

• Handle clients’ and suppliers inquiries over the telephone and in-person and forward calls to the concerned team member.

• Responsible for administrative tasks such as reports, forms, organizing following up and tracking pending projects on the team dashboard.

• Support event planner for update and manage calendars and provide reminders for upcoming events.

• Maintain records of all records and daily update project dashboard.

• Support event planner with all processes related to procurement, purchase request, purchase order.

• Support event planner with all processes related to finance such as sending invoices to clients and ensure payment are collected.

• Prepare delivery note post events.

• Support event planner in preparation of small commercial proposals.

• Participate actively in the planning and execution of small events or production projects.

• Coordinate all aspects of the events logistics such as permits and venue access.

Qualifications:

• Confident with Microsoft Office package

• Excellent communication skills – both written and verbal – in English

• Excellent organization skills

• Great attention to detail and a proactive nature

• Hands on and ability to handle many tasks at the same time