Administrative Assistant

WHAT YOU’LL DO?

• Front desk and receptionist duties, including handling incoming calls and welcoming external guests.
• Full-time on-site availability, Sunday–Thursday, 9:00–17:00.

• Organizing, scheduling, and coordinating meetings and appointments.
• Managing complex calendars for senior management.
• Coordinating flights and hotel accommodation for company employees.
• Providing full administrative support to all office employees.
• Ongoing administrative support, including:
• Filing, scanning, printing, and document management.
• Monitoring invoice processing and payment approvals
• Updating organizational charts and structures upon request from Legal Counsel.
• Assisting with corporate documentation and reports (e.g., Registrar of Companies).
• Availability to support urgent matters outside office hours, if required (occasionally).
• Responsibility for office supplies, mail handling, invoices, parking cards, petty cash, and general office logistics.
• Preparing meeting rooms for meetings, including refreshments as needed.
• Managing food orders (group lunches and kitchen supplies).
• Assisting the housekeeper as needed.
• Serving as a backup to the PA during absences.
  

• At least 8 years of experience in an administrative role, including calendar management.
• High proficiency in computer applications (Microsoft Word, Excel, Outlook, etc.).
• Fluent English (written and spoken).
  
  

• High reliability and discretion.
• Strong organizational and time-management skills.
• Excellent interpersonal and communication skills.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Proactive, independent, and service-oriented approach.
• Initiative and attention to detail.