Administrative Assistant

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
• Liaise with IFP to get course material
• Liaise with Purchasing and printer to print and deliver the course material on time
• Ship the course materials. Keep track and confirm the receipt
• Arrangement of the class room
• Keep the whole act Eng place well equipped and ready
• Fulfill the various request of instructor and participant
• Book LXR room for test
• Arrange Parking for participants
• Arrange refreshment and Lunch
• Help the instructor on sending exam papers to IFP and back
• Arrange accommodation for instructor in each center
• Arrange airport pick up and drop for instructor in each center
• Arrange daily transport in each center
• Arrange gate pass for participants, instructor and computer
• Invoice the client
• Payment to Service provider
• Maintain contracts
• Liaise with Company representatives for smooth running of the course in each center
• Maintain office records
• Maintain stationary

  • Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task