Administrative Assistant

The Role

Reporting to the CFO, you will provide administration support to our Finance management teams. Your objective will be to ensure efficiency and effectiveness in the administration of our Finance functions. 

Some of the responsibilities of the role will include:

Dealing with correspondence and queries, ensuring we provide a high level of service to internal and external stakeholders in the most efficient manner. Maintaining systems and processes to effectively deal with information flow

Management of office, allocation of desk space, system access, access cards, stationery,suppliers, catering, etc. Ensuring office areas are tidy and safe at all times

Organising meetings and making appropriate arrangements including meeting rooms, manager’s diary, etc

Coordinate and finance reports and prepare reports folders, collect, check, bind and distribute report folders

Assisting in the preparation of presentations, spreadsheets as well as other types of documents and reports

Maintenance of attendance diaries, leave forms and holiday calendar

Make arrangement for travel plans and booking travels

Review training records and ensure all mandatory training is undertaken by team members

Review performance appraisal records and ensure all appraisals are scheduled in a timely manner

Assist recruitment efforts, by posting job ads, contacting potential candidates, organising interviews, follow ups, job offers, activities associated with vetting, document checking and on-boarding employees, space allocation, system access, access cards, employee badges, preparing for orientation and arranging inductions

Assisting Finance team in activities like vendor administration, user administration for expense claim system, employee expense claims

Maintain and assist other team members with maintenance of

intranet and Google sites

Maintain a log of legal contracts and index them

Administration of licenses and correspondence to ensure compliance at all time

Assist and co-operate with admins in other functional areas with general administration and upkeep of our office

Your Profile

In order to be successful in this role you will be a well presented team player that brings an energetic approach, significant experience and a focus to organisation and administration of a large team. You will have the ability to prioritise tasks and meet deadlines. You will exhibit excellent people skills, a cooperative approach and an ability to interact at all levels of the organisation. You will be conversant with contemporary office productivity tools and at ease when navigating between various office technology platforms like MS Office, Google docs and legacy systems. Your communication skills (written and verbal) will be second to none, your attention to detail par excellence and your ability to multi-task will be top notch. You will have the ability to prioritise effectively, to exercise discretion and to maintain confidentiality at all times.

Non-Essential Functions:

Assists in other areas of the company as necessary.

Essential criteria:

Licenses/Certifications: Driver’s License and own car required

Required experience: administration experience in supporting a large team, customer service experience and office management experience

Knowledge/Skills required:

Excellent computer skills, including Google Email/Docs/Spreadsheets, MS Office (Word, PowerPoint, Excel)

Professional written & verbal communication skills

Exceptional interpersonal skills

Strong organisational skills and follow-through skills

Ability to exercise discretion and maintain confidentiality at all times

Ability to research various topics online.

Desirable criteria:

Knowledge/Skills: Experience using Google (Docs/Sites etc), Project management.