Administrative Assistant & Office Manager

Main Responsibilities:

• Coordinate and finalize the preparation of regularly scheduled management presentations.
• Organize and schedule meetings and appointments.
• Organize and book travel arrangements.
• Submit and reconcile expense reports.
• Track and monitor travel expenses against budget.
• Book conference calls, rooms, taxis, couriers, hotels etc.
• Greet and assist visitors to the office.
• Maintain polite and professional face-to-face, phone and e-mail communications.
• Handle office tasks, such as answering and directing phone calls, setting up for meetings, managing office supplies, liaising with the local building management and HQ.
• Anticipate the needs of others in order to ensure their seamless and positive experience.

Education and Experience required:

• A minimum of 5 years of experience working as an Executive Assistant in a fast-paced environment
• College degree preferred.
• Proven experience in a support / administrative role requiring a high degree of teamwork.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in Microsoft Office, especially Outlook and PowerPoint.
• Proven experience working with Travel expense applications such as Concur and financial applications such as Workday, would be considered an asset for this role.

Decision Making and Supervision:

• Position reports directly to the local Vice President.
• There are no direct reports to this position.