About the Administrative Assistant position

We are looking for a reliable Administrative Assistant who will undertake a broad set of administrative and clerical tasks, such as providing support to our senior executIves and employees, assisting in daily office needs and managing our company’s general administrative activities, particularly making travel and meeting arrangements, preparing reports and maintaining appropriate online filing systems team communications tools and the company Intranet (Quip, Slack), and acting as the front end of our sales and business development calling and scheduling activities. You will have to ensure the efficient and smooth day-to-day operation of our office.

You should have excellent oral and written communication skills and be able to organize their work using tools, like MSFT office and MacOS tools such as Word, PowerPoint, Keynote, etc...and office equipment. It is also required to have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry.

Administrative Assistant responsibilities are:

  • Arrange events, appointments and travels

  • Manage phone calls and correspondence (including email, memos, letters, faxes and forms)

  • Attend meetings and take detailed minutes

  • Participate in the preparation of regularly scheduled reports

  • Organize contact lists and filing systems

  • Meet and support visitors, presenting a friendly, approachable professional demeanor,

  • Help clients and company representatives contact each other

  • Review and update office policies and procedures

  • Monitor office supplies and research new deals and suppliers

  • Prepare and submit expense reports

  • Collaborate with executive and senior administrative assistants to handle requests and queries from senior managers

Administrative Assistant requirements are:

  • 3+ years' experience of working on an Administrative Assistant, or other relevant position

  • Significant experience with office management systems and procedures, as well as with office equipment, such as printers and projectors.

  • Good practical experience with MS Office, and/or MacOS office tools, particularly Keynote, Pages, Word, Excel and PowerPoint.

    Good practical experience with Office messaging tools like Slack and Quip; Social Media management experience is a strong plus.

  • Strong time management and problem solving skills with the ability to prioritize work

  • Outstanding written and verbal communication skills, with close attention to detail

  • Strong organizational skills with the ability to multi-task

  • Bachelor’s degree; additional qualification as an Administrative Assistant or a Secretary will be a bonus