Core Responsibilities

 

1. Calendar & Schedule Management

  • Manage, coordinate, and maintain executives' or team calendars.

  • Schedule meetings, appointments, and conferences across different time zones.

  • Resolve scheduling conflicts proactively and send out timely reminders.

2. Communication & Correspondence

  • Serve as the primary point of contact for internal and external inquiries via email, phone, and in person.

  • Draft, format, and edit correspondence, emails, memos, and reports.

  • Screen and route incoming calls and distribute mail/packages daily.

3. Document & Data Management

  • Maintain organized digital and physical filing systems to ensure information is easily accessible.

  • Perform data entry, update company databases, and maintain accurate records.

  • Prepare agendas, take detailed minutes during meetings, and track action items.

4. Office Operations & Logistics

  • Monitor and order office supplies, snacks, and equipment to keep the workspace stocked.

  • Coordinate travel arrangements, including flights, hotels, and itineraries.

  • Assist with the planning and execution of company events, team meetings, and catering.

  • Liaise with building management, IT support, and external vendors when necessary.

5. Financial Support

  • Prepare and submit monthly expense reports with receipts.

  • Assist with basic bookkeeping tasks, such as tracking invoices or processing payments.

 

Skills & Qualifications

 

  • Experience: 1–3+ years of experience in an administrative support or clerical role (can be adjusted based on seniority).

  • Tech Savvy: Proficiency with office software like Microsoft Office 365 (Word, Excel, PowerPoint) or Google Workspace (Docs, Sheets, Slides), and calendar tools.

  • Organization: Exceptional time-management skills and the ability to prioritize tasks in a fast-paced environment.

  • Communication: Strong verbal and written communication skills with a professional demeanor.

  • Discretion: Ability to handle sensitive and confidential company or personal data with high integrity.

  • Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree is a plus.

 

Key Performance Indicators (KPIs)

 

  • Accuracy: Maintaining error-free schedules, data entry, and documentation.

  • Responsiveness: Timely management of emails, calls, and internal requests.

  • Efficiency: Keeping office supplies stocked and logistics running seamlessly without oversight.