Office Manager/Assistant

Company Description

Since 2005, VITA has been at the forefront of innovation in 3D Perspective X-Ray security systems, pioneering advanced technologies for enhanced security solutions. From introducing the first precious metal detection solution via X-Ray to achieving breakthroughs in Machine Learning-based electronics media detection for loss prevention, VITA has set industry benchmarks. Looking ahead, VITA continues to progress with cutting-edge 3D Isometric Perspective X-Ray technologies, featuring enhanced imaging clarity, integrated Machine Learning, and AI capabilities. These advancements, combined with remote monitoring and servicing options, ensure unmatched solutions for modern security needs. Based on a foundation of technological excellence, VITA remains committed to redefining security systems worldwide.

Role Description

• Provide day-to-day administrative support to the VP of Operations and leadership team
• Help manage calendars, schedule meetings, and coordinate travel when needed
• Help monitor and prioritize emails and requests for leadership
• Keep digital and physical files organized and easy to find
• Handle general administrative duties such as record keeping and document organization
• Help prepare meeting agendas, take notes, and follow up on action items
• Assist with drafting and formatting emails, documents, and presentations
• Help track deadlines and follow up on tasks and projects
• Serve as a helpful point of contact for internal and external questions
• Help organize internal meetings, events, and team activities
• Keep office policies, procedures, and records up to date
• Assist with data entry, simple reporting, and basic operational tasks
• Keep the office stocked with office supplies
• Assist with employee onboarding and off-boarding (setting up desks, access, and equipment)
• Help coordinate office maintenance, repairs, and small improvements

Qualifications

• + 3 years of experience in office management, administrative assistance, executive support, or operations support
• Strong organizational skills with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and reliability
• Proficiency with office software (Google Workspace or Microsoft Office, calendars, project management tools)
• Self-starter with the ability to anticipate needs and problem-solve independently

Salary

Annual salary around US$60,000