Admin Assistant

• Cover administrative tasks under the management of Head of Department.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Maintain an accurate and detail calendar for line manager, including but not limited to internal, external meetings/appointments management, appointments confirmation, notification of schedules, relevant documents preparations.
• Attend meetings with line managerand take relevant notes/minutes of topics and required actions and dates. Prepare draft for review by line manager, distribute approved notes.
• Support line manager in control incoming/outcoming documents to/from line manager office, including but not limited to expenses and purchases papers, submissions, endorsements, ...
• Travel and accommodation arrangements for line manager, including preferential seat allocations and accommodation and transfers.
• Prepare invoices, reports, memos, letters, financial statements, contracts, and other documents by using word processing, spreadsheet, database, and/or presentation software.
• Filing and document control, of physical files and documents, in a logical and agreed format, to facilitate easy info recall.
• Office coordination - be knowledgeable of office personnel and procedures - especially related to IT support of computer and devises as well as timely setting up video conferencing.
• Prepare agendas and make arrangements for the division and team.
• Coordinate with other secretaries/assistants, assist in the logistics arrangement of the Management Board and the company as assigned.
• In charge of other admin tasks as requested by Line Manager.
• Undertake any other task to deliver the company’s objectives, which is reasonably in line with the level of the post & as assigned by the Line Manager or the Company Management.