Executive Administrative Assistant
JOB PROFILE
To provide high level administrative support within a busy private investments and family office.
Specific Responsibilities
§ Answering incoming calls in a pleasant, professional and courteous manner by the third ring. Providing callers with accurate information. Taking clear and precise messages for members of the company and delivering messages promptly.
§ Greeting clients and visitors to the office in a prompt and courteous manner, ensuring their comfort and offering refreshments, notifying relevant person of their arrival. Handling walk-in clients and vendors in a professional manner.
§ Providing exceptional administrative support in a business and private nature, to include copying and scanning documents accurately, efficient handling of incoming and outgoing mail, faxing documents and ensuring successful receipt. Ensuring the smooth running of office administration
§ Monitoring and ordering the provisions of office stationary, office refreshments, day to day office supplies, and ad-hoc items required, in an efficient and effective manner.
§ Preparing & typing correspondence to include word processing / typing of letters, memos, forms, policies, and procedures (includes handling of confidential information) with highest accuracy, in a timely manner.
§ Preparing high level presentation documents, binding and putting packs together (travel/financial/information packs, etc).
§ Maintaining secure files to protect confidential information, and sustaining strict security procedures in the office. When dealing with confidential and private matters, maintaining discretion and professionalism at all times.
§ Maintaining filing system and improving methods used to archive and store documents efficiently.
§ Arranging international and local travel to include cars, flights, hotel accommodation. Preparing itineraries and contact lists for trips. Ensuring necessary travel documents/visas are obtained timely. Efficiently and accurately making last minute changes where necessary.
§ Working on special projects, at the request of the President / Office Manager, which may include planning and coordinating multiple presentations, disseminating information, and organising business and private events.
§ Processing expense claims and completing expense request forms for the company. Liaising with service providers for information. Looking for more efficient services for the company and improving already well established relationships with current providers.
§ Providing support for internal and external meetings, preparing meeting rooms & facilities, providing refreshments/lunches and greeting guests, in an efficient and professional manner.
§ Making reservations for lunches / dinners and other appointments required by executives of the company.
These duties may change and develop over time. Therefore the employer reserves the right, upon giving reasonable notice, to require the employee to perform other duties within the employee’s capability
