Executive Assistant

Job Title – Executive Assistant

Roles&Responsibilities:

• Serve as the point person for office manager duties including:
  • Maintenance
  • Mailing
  • Supplies
  • Equipment
  • Bills
  • Errands
  • Shopping
• Schedule meetings and appointments.
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs.
• Partner with HR to update and maintain office policies as necessary.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Manage office G&A budget, ensure accurate and timely reporting.
• Provide general support to visitors.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences

Qualifications & Skills:

• Bachelor’s degree: additional qualification as an administrative assistant or Secretary will be a plus.
• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
• Knowledge of Office Administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g. fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements.