Administrative Assistant & Receptionist

Job description

Summary

The ideal candidate will be well-versed in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs.


Key Responsibilities

Administrative 

  • Help with the coordination of the management of the various office service providers and vendors
  • Support the seamless procurement, repair and operation of all office equipment and systems
  • Help to ensure the general maintenance of the entire office space, including its aesthetic, is upheld to the highest standards of functionality, user ability, brand conformity and cleanliness
  • Continuously monitor and maintain the inventory of necessary office supplies while ensuring that costs are appropriately managed
  • Maintain and update the office phone list, email distribution lists, Skype lists and other similar communication systems
  •  Help to coordinate various office meetings and record, transcribe, and distribute notes/minutes of meetings as required
  • Support office technology systems and procedures and ensure the smooth and adequate flow of information within the company to facilitate other business operations
  • Coordinate and ensure continuous coverage of the company’s various subscriptions and memberships
  • Identify and organise kitchen and grocery supplies for regular office use as well as for internal meetings
  • Continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations
  • Help to coordinate meetings and conference calls as needed for the business
  • Assist in the planning and coordination of business events 
  • Depending on the nature of the need, help to ensure that all the relevant bookings/reservations have been made 
  • Assist in cost comparisons of logistical service providers

Accounting/Finance 

  • Assist in the close management of the company’s Accounts Payable and Receivable accounts (through the accounting software)
  • Work to help ensure the proper, accurate and full use of the accounting software at all times
  • Assist in the management of the company’s Petty Cash account
  • Contribute to the bank account reconciliation at the end of each month
  • Coordinate the payment of all monthly expenses
  • Pursue the payment of all approved miscellaneous invoices and reimbursements
  • Accurately assist with the generation and approval of payroll for staff and the timely transfer of salaries, as directed by the GM, to the relevant staff accounts, on a monthly basis
  • Help with the preparation and timely submission of the relevant NIS, BIR and Health Surcharge forms on a monthly basis
  • Help to reconcile and generate non-salary payments and/or reimbursements

Receptionist 

  • Answer the main phone line and direct calls where necessary as well as take messages as appropriate
  • Respond to general queries and emails in a very timely fashion
  • Print, scan, copy and email documents as requested
  • Receive, sort, distribute and send physical mail
  • Accurately store company-related documents through the document management system/process
  • Receive, positively greet, interact and settle all guests
  • Maintain the cleanliness and presentation of the reception area

Human Resource 

  • Assist with the management of the Human Resource portfolio/function at the company
  • Help to professionally manage and coordinate the on-boarding process for newly hired staff
  • Assist to responsibly and accurately maintain both electronic and hard copies of personnel files and refresh the information on a regular basis
  • Help to execute the Health Plan and Pension Plan (and future plans) for the company
  • Help to manage the documentation and processes for the application and authorization of planned leave, sick leave, family leave, etc.
  • Manage, circulate and update the staff holiday schedule
  • Manage absence record keeping
  • Help to aggressively administer and manage the performance management framework throughout the company
  • Assist in the management of the company’s various Action Trackers and work with the relevant SPA’s to track the closure of the respective actions

Marketing and Business 

  • Work with the various teams to support local and international marketing, sales and sponsorship efforts
  • Act as the local support liaison with the Group Marketing Team for the execution of conference exhibiting
  • Build an awareness and appreciation of the companies ecosystem
  • Build a strong, customer-focused, service-driven relationship with other company and group stakeholders



Requirements

Minimum Qualifications & Experience 

  • An undergraduate degree in Business Administration, Marketing, Languages, Political Science or a related field
  • A minimum of four (4) years of strong administrative experience in an office setting with a demonstrated record of success
  • A minimum of four (4) years successfully working in high-performance teams within a robust performance management framework
  • Prior experience with an international start-up business environment would be preferred
  • Highly honed and effective inter-personal skills 
  • Ability to communicate with service providers to resolve issues and find satisfactory solutions and to present findings and articulate options and recommendations to management and to clients when required
  • Proven critical, problem solving and analytical skills
  • Goal and deadline obsessive with a strong sense of initiative and a process-improvement mindset
  • Unwavering belief in outstanding customer service, both internal and external
  • Consistently produces highly accurate work and has an exceptional attention to detail
  • Excellent communications skills, both verbal and written and able to communicate extensively and effectively through a variety of channels
  • Highly driven and comfortable working in a performance-centric environment
  • Capacity to manage a number of very different activities and relationships
  • An adaptable, flexible problem-solver, with superb organisational and time management skills to handle multiple, competing priorities and work effectively under pressure
  • Adept at multi-tasking in a fast-paced environment, able to plan, prioritize, and organize individual and group activities and processes
  • Self-starter and comfortable working independently with a high tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects with competing deadlines
  • A highly motivated, self-confident and consummate professional who consistently exhibits good judgement and executes flawlessly and without fail