Admin Jobs

Basic Function

Primary duties include providing group administrative support for arranging internal and external meetings, maintaining group calendars, arranging travel and handling expense reports as well as performing routine administrative duties. Understands company policies and procedures and the importance of trust, confidentiality, and accuracy.

Primary Responsibilities

• Scan or photocopy materials as needed;
• Maintain organisational charts and floor plans;
• Coordinate travel arrangements through Concur, including Visa's (if required), prepare complete itineraries from point-to-point, and obtain approvals as needed;
• Coordinate planning sessions, team building, group holiday events, etc.;
• Organize meetings and video conferences through Outlook; some preparation of meeting rooms for video conference sessions and interaction with IT; booking refreshments; distribution of documents and dial-in/video conference details;
• Provide customer service (internal and external); greet visitors, respond to requests for materials;
• Provide additional administrative support as needed.
• Coordinate new employee department orientation and set-up;
• Act as liaison with IT, and Facilities;
• Prepare expense reports via Concur;
• Arrange Teams and Zoom calls as requested;
• Maintain individual calendars for senior members of the group;
• Process subscription requests and renewals;
• Manage file maintenance (electronic and hard copy) to comply with department, regulatory, and compliance directives;
• Aid in the preparation of presentations and materials for conferences and meetings;

Requirements

• Ability to work independently with minimal supervision;
• Working knowledge of administrative role with relative administrative experience;
• College degree, Associates degree, equivalent/relevant professional certification, or relevant work experience;
• Advanced knowledge of MS Outlook;
• Good oral and written communication and interpersonal skills, with ability to interface at all levels of the organization;
• Thorough knowledge of business English, grammar, spelling, and punctuation;
• Must be able to fulfill requests in a timely manner.
• Ability and willingness to learn new tasks and software applications as required;
• Ability to project a positive, image to clients and coworkers;
• Ability to recognize and provide solutions or referrals to problems arising from day-to-day activities of the group;
• Basic knowledge of MS Word, Excel, and PowerPoint ;
• Ability to establish and maintain effective working relations with supervising personnel, coworkers, and business professionals;