General Affair and Administrative Assistant Job Brief

General Affair & Administrative Assistant Job Brief:

General Affair (GA) & Administrative Assistant (AA) handle organizational and clerical support tasks in providing services to all work units in the company. The duties and responsibilities include but are not limited to scheduling appointments, making travel arrangements, making purchases as requested, providing administrative support to ensure efficient operation of the office. Supports BOD, managers, and employees through a variety of tasks related to team organization and communication.

The GAAA will be responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all GAAA duties are completed accurately and delivered with high quality in a timely manner. May direct and manage the work of others. Reports to the Head of Operation.

Responsibilities:

• Provide general support to all team members; support & liaise on multiple projects; oversee and supervise the work of junior team members
• Make Minutes of Meetings (MOM) and follow up on Tasks and Due Dates of team members on the MOM
• Assist in the preparation of regularly scheduled reports; submit and reconcile expense reports
• Conduct research and create presentations
• Manage and organize the team schedule using Google Calendar (or other designated platform); organize and schedule appointments and meetings; book & organize travel arrangements
• Help marketing team to broadcasts posts on social media
• Help team to organize events
• Help with sending out newsletters
• Answer and direct phone calls; maintain contact lists
• Set up communications needs of the office and team members such as phones, and internet.
• Ensure operation of equipments by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level of office supplies; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.; develop, manage, and maintain filing systems both digitally and physically
• Cover the reception desk when required; greet and assist visitors to the office
• Consistently develop and upgrade administrative systems to make them more efficient; resolve administrative problems
• Receive, sort, and distribute all mail and emails as well as send out mails.
• Maintain up-to-date employee attendance records
• Photocopy and print out documents on behalf of other colleagues
• Confirm restaurant reservations for senior team members
• Other tasks as requested by BOD

GAAA requirements:

• Proven General Affair, Secretary, Admin or Personal assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office, Google Suite
• At least 5 years of experience in the field or in a related area
• Min Secretary diploma or equivalent; college degree preferred

Skills & Proficiencies:

• Attention to Detail and Accuracy
• Multitasking skills
• Problem Solving Skills
• Verbal and Written Communication
• Resourcefulness
• Able to anticipate needs
• Teamwork
• Analysis and Reporting Skills
• Proficiency in Microsoft Office, Google Suite
• Professionalism
• Office Administration Procedures
• Discretion and Judgment
• Patience
• Emotional Intelligence
• Flexibility
• Editing and Proofreading