• Provide general administrative and clerical support including mailing, scanning, faxing and copying to management.
• Maintain electronic and hard copy filing system
• Open, sort and distribute incoming correspondence
• Perform data entry and scan documents
• Manage the calendar for managing director
• Assist in resolving any administrative problems
• Run company’s errands to post office and office supply store
• Answer calls from customers regarding their inquiries
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Schedule and coordinate meetings, appointments and travel arrangements for Managers
• Maintain office supplies for department
• Use a word processing package such as Microsoft Word, Excel
• Write letters
• Deal with telephone and email inquiries, using an email system(e.g. Outlook)
• Photocopy and print various documents, sometimes on behalf of other colleagues
• Organize and store paperwork, documents, and computer-based information
• Create and maintain filing and other office systems
• Keep diaries and arrange appointments
• Schedule and attend meetings, create agendas and take minutes - shorthand may be required
• Book meeting room and conference facilities
• Liaise with staff in other departments and with external contacts
• Order and maintain stationery and equipment
• Organize travel and accommodation for staff and other external contacts.
• Use a variety of software packages (including Excel, Access and Powerpoint) to manage data and produce documents and presentations
• Recruit, train and supervise junior staff and delegate work as required
• Manipulate statistical data
• Arrange in-house and external events
• Arrange training for staff members.