Job Summary

Responsibilities / Duties

• Manage complex calendars, schedule meetings, and coordinate conference calls across multiple time zones.
• Prepare, proofread, and organize documents, reports, presentations, and correspondence.
• Answer and route phone calls, emails, and internal communications in a professional and timely manner.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, and expense reports.
• Maintain and order office supplies; assist in vendor coordination and invoice processing.
• Organize and support meetings by preparing agendas, taking minutes, and tracking follow-up tasks.
• Assist with onboarding processes for new employees, including preparing materials and coordinating resources.
• Support special projects and cross-departmental initiatives as assigned by executives or managers.
• Maintain digital and physical filing systems, ensuring records are accurate, accessible, and secure.
• Use help desk or ticketing software to route internal requests when necessary (e.g., IT or facilities support).

Qualifications / Requirements

• 1–3 years of administrative or office support experience.
• Experience handling scheduling, travel, and document management.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Google Workspace, Teams, Zoom).
• Familiarity with CRM systems, HRIS, or project management software (e.g., Jira, Asana, Trello).
• Ability to operate standard office equipment (printers, copiers, scanners).

• Strong organizational skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• High degree of discretion and confidentiality when handling sensitive information.
• Strong problem-solving abilities and ability to work independently.

Preferred Qualifications

• Experience supporting executives or senior leadership in a corporate office setting.
• Exposure to financial reporting, expense tracking, or budget management.
• Knowledge of help desk ticketing software or workflow management systems.

Core Competencies

• Organization and attention to detail.
• Professionalism in communication and presentation.
• Confidentiality and discretion in handling sensitive matters.
• Adaptability and teamwork in a fast-paced corporate environment.

Work Environment

Corporate office environment with standard business hours.
Occasional overtime or extended hours may be required to meet deadlines or support executive needs.
Work may involve frequent use of office technology, digital platforms, and virtual meeting tools.