- Oversee and support all administrative duties in the office and ensure that office is operating smoothly.
- Manage office supplies inventory and place orders as necessary.
- Receive and sort incoming mail and deliveries and manage outgoing mail.
- Develop office policies and procedures, and ensure they are implemented appropriately.
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure.
- Provide administrative and clerical support to the CEO.
- Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
- Setup and coordinate meetings and conferences.
- Create, transcribe, and distribute meeting agendas and minutes.
- Handle information requests.
- Prepare correspondence.
- Manage spreadsheets.
- Prepare confidential and sensitive documents.
- Prepare correspondence, reports, and materials for publications and presentations.
- Meet and greet clients and visitors.
- Maintain hard copy and electronic filing system.
- Liaise with clients to find out their exact event requirements.
- Produce detailed proposals for events (for example, timelines, venues, suppliers, legal obligations, staffing and budgets).
- Research venues, suppliers and contractors, and then negotiate prices and hire.
- Manage and coordinate suppliers and all event logistics (for example, venue, catering, transportation, travel arrangements, visa).
- Liaise with sales and marketing teams to publicize and promote the event.
- Manage all pre-event planning, e.g. organizing guest speakers and delegate packs.
- Coordinate suppliers, handle client queries and troubleshoot to ensure that all runs smoothly and to budget.
- Organize facilities for logistics i.e.: name-tags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc., theme setup, branding, hospitality and the media, to meet our quality requirement.
- Conduct research, make site visits, and find resources to help staff make decisions about event possibilities.
- Propose new ideas to improve the event planning and implementation process.
- Create and revised room layouts for each event.
- Oversee the dismantling and removal of the event and clear the venue efficiently.
- Produce post-event evaluation to inform future events.
- Close out all events as required.
- Identify opportunities for process and office management improvements, and design and implement new systems.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Other duties as assigned.
Able to work under pressure. Work requires willingness to work a flexible schedule and occasional overnight travel.Fluent English language skills (reading, writing and Speaking).Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.Must have exceptional attention to detail2-5 years of work experience in an administrative/office management Strong organizational and time management skills, and ability to priotitizeMust be a self-starter and drivenExcellent communication and interpersonal skillsStrong problem-solving skills and analytical abilitiesExcellent use of Microsoft Office applications and telephone protocol.