Administration & Office Manager

Description

We are looking for an Administration & Office Manager and executive team assistant to provide exceptional administrative support to our company and executive team to ensure the smooth operation of our office environment. to supervise the company's daily support operations and plan the most efficient administrative procedures.

A great administration manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.

The goal is to ensure all support activities are carried out efficiently and effectively to allow the other operations to function properly.

Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Proactively manage the executive's calendar, scheduling meetings, appointments, and travel arrangements with meticulous attention to detail.
• Prepare comprehensive meeting agendas, materials, minutes, and follow up on action items.
• Organize and maintain executive files, both physical and digital, ensuring confidentiality and accessibility.
• Coordinate special projects and events as directed by the executive.
• Monitor inventory of office supplies and the purchasing of new material to comply with budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities, tradespersons and vendors
• Financial processes - work with the financial and accounting departments
• Assist with onboarding new employees, helping them with workspace setup, technology access, and company procedures. 
• Collaborate with the HR team on office-related events, employee engagement initiatives, and maintaining a positive company culture.

Requirements

• A minimum of 2 years practical administrative experience 
• Proficiency in written and spoken business English
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficiency with Microsoft Office software
• An analytical mind with problem-solving skills
• Ability to exercise discretion and handle confidential information.
• Excellent project management, organizational and multitasking abilities
• Proactiveness, professionalism, strong work ethic, responsibility, integrity, out of the box thinking and common sense.

Advantages

• Experience in a high-tech/start-up company 
• A Bachelor's Degree