Overview
We are currently seeking a detail-oriented and organised Team Secretary / Administrative Assistant to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.
Responsibilities
- Support team members with MS Word, PowerPoint and Excel based tasks.
- Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
- Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
- Prepare and draft letters, reports, agendas, and papers for meetings.
- Inputs and updates information in databases and spreadsheets.
- Assist in data entry, generating reports, and compiling information as required by the team.
- Assist in drafting and collating pitching material.
- Ensure reports and outputs are in line with formatting standards.
- Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
- Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
- Prepare precise targeted e-marketing emails.
- Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
- Arrange and execute post and courier services.
- Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
- Handle computer/database (KF Database, Contacts Register, Hub).
- Maintain correct contact information on People Search for the department.
- Other tasks as required.
Skills And Qualifications
- Ideally, 3 to 5 years of proven experience as an Administrative Assistant, Secretary, or similar role.
- Software: Advanced Microsoft Office skills (Excel, PowerPoint and Outlook)
- Excellent interpersonal and communications skills.
- Professional, pleasant and confident manner in making and receiving phone calls.
- Strong organizational and problem-solving abilities.
- Ability to take initiative and work proactively.
- Ability to work through periods of high workload.
- Ability to maintain and improve filing systems.
- Attention to detail and a high level of accuracy.
- Ability to maintain confidentiality and handle sensitive information.
- Strong team player with the ability to build relationships.
- Flexibility, adaptability, and a co-operative attitude.
- Understanding of regional business culture and regulations.
- Language skills: Fluency in English, written and verbal.