Office Assistant
Technosys
Total years of experience :11 years, 11 Months
a strategic partner, and handle calendar including adding, canceling and editing meeting requests, as well as ensuring timing and logistical details are in place •
Plan and coordinate external facing meetings, which may include cross functional teams and outside vendors •
Ensure managers are prepared for all meetings and has all necessary stationery and supplies for the day. Receive and direct external visitors •
Compile briefing documents in preparation for meetings and interviews •
Prepare correspondence emails while ensuring accuracy and completeness, as well as consistency • Attend meetings, take notes and follow-up on outstanding agenda items •
Maintains and tracks manager and teams project list and goals. •
Under cofounder’s mentorship, communicate on their behalf by email, text, or chat •
Identify issues for escalation and keep in constant communication with others . •
Travel coordination including air & ground transportation, hotel reservations, visas and other travel docs. •
Assist team with budgets, invoices, and resolving issues •
Compile receipts to file expense reports and track reimbursement status •
Plan and coordinate team all-hands meetings, internal events, offsite, and all logistical and budget requirements related to the above •
Assist cofounder with team building and culture and serve as the barometer for team morale •
Initiate administrative processes for efficiency and draft team playbooks and procedures •
Assist the full life cycle of recruiting including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of new hires. • Support on marketing related activities includind social media and customer service
, Secretarial, Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their
distribution. •
Open, sort, and distribute incoming correspondence, including faxes and email
File and retrieve corporate documents, records, and reports.
•
Greet visitors and determine whether they should be given access to specific infividuals
Manage and maintain executives' schedules
.•
Performs general administrative duties to support day-to-day
department operations in such areas as telephone coverage, scheduling
of meetings, travel arrangements, expense reporting, calendar
management, taking and distributing meeting minutes, copying,
screening mail, ordering supplies, and maintaining department records.
•
Prepare correspondence; memorandum; reports; presentations or
other assigned documentation.
•
Assist in preparing and maintaining departmental budget.
•
Administer programs; projects or processes specific to the operating
unit served; and maintains spreadsheets or databases to monitor
departmental information.
•
Serve as administrative liaison with others within and outside the company
assist in tracking and completion of key deliverables and follow up on outstanding items.
•Liaise with functional leaders to drive key activities (such as meeting agendas, cyclical events, annual planning /reporting and performance reviews).
•Prepare correspondence, reports, and materials for presentations (including for shareholders).
•Make travel arrangements as and when required.
•Liaise and contribute to with office management team to ensure smooth running of HR office and services.
