Receptionist & Admin Assistant

Roles & Responsibilities:

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.


• Providing real-time scheduling support by booking appointments and preventing conflicts.


• Making travel arrangements, including booking flights, cars, and making hotels and restaurant reservations.


• Screen phone calls and route callers to the appropriate party.


• Use computers to generate reports, transcribe meeting minutes, create presentations, and conduct research.


• Greet and assist visitors.


• Maintain polite and professional communication via phone, e-mail, and mail.


• Anticipate the needs of others to ensure a seamless and positive experience.


• Report to management and perform secretarial duties.


• Process, type, edit, and format reports and documents.


• File documents and maintain databases by entering data accurately.


• Liaise with internal departments and communicate with the public.


• Direct internal and external calls, emails, and faxes to the appropriate departments.


• Arrange and schedule appointments, meetings, and events.


• Monitor office supplies and order replacements as needed.


• Assist with copying, scanning, faxing, emailing, note-taking, and travel bookings.


• Prepare facilities and arrange refreshments for events, when required.


• Adhere to best business practices and professional etiquette.

Requirements:

• 
  Bachelor’s degree in Business Administration or a related field is preferred .
  


• 5-8 years of experience as an Administrative Secretary is preferred.


• Advanced proficiency in managing documents, spreadsheets, and databases.


• Ability to interact professionally both internally and externally on administrative matters.


• Excellent filing, recordkeeping, and organizational skills.


• Working knowledge of printers, copiers, scanners, and fax machines.


• Proficiency in appointment scheduling and call forwarding systems.


• Strong written and verbal communication skills.


• Outstanding interpersonal skills.