Title: Admin Specialist
Key Areas of Responsibility
Perform administrative duties with business responsibilities necessitating contact and exposure to confidential information
Requiring use of tact diplomacy and discretion. Duties and responsibilities are moderately routine in nature and require
Schedule of appointments as determined by priority
Maintain all files confidential records.
Coordinate travel schedules arranging meetings and teleconferences
Receive photocopy distribute and file a variety of incoming and outgoing correspondence and reports.
Be responsible for all incoming and outgoing mail and correspondence including but not limited to courier deliveries etc.
May be responsible for taking and distributing internal meeting minutes.
Provide relevant data information and back-up support materials to assist manager with day to day operations as requested.
May track a variety of department and/or employee data and complete regularly scheduled reports by required due date.
Assist in preparation obtain appropriate departmental signatures track and follow up on various personnel actions to include candidate requisition forms for open positions employee leaves promotions etc
Assist in the planning coordination and preparation of major business meetings luncheons and dinners involving both internal and external clients departments and companies as required.
May be responsible for the submission of staff expense reports in a timely manner.
May be responsible for the coordination and planning of facility needs (space- equipment- etc.)
When manager is on travel or out of office may respond to routine items and forward urgent issues to appropriate individuals.
Interact with vendors Accounts Receivable Purchasing and Finance to research and properly code invoices for payment.
Take responsibility for the selection and procurement of all Facilities related supplies.
Performs other duties as required.
Suitable University Degree
Fluent in English (Spoken – written)
Computer skills (MS Office Suite- MS Word- MS PowerPoint- MS Access- MS Outlook- and Internet).
Good communication skills (written and verbal).
Ability to work both within a team environment and independently to prioritize tasks
Ability to maintain timelines
Ability to manage time efficiently
Ability to perform multiple tasks.
Ability to establish and maintain effective working relationships with coworkers managers and clients
Offers of employment are conditional upon passage of screening criteria applicable to the job.
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