Executive Assistant/Office Manager

The Executive Assistant/Office Manager will be responsible for the administrative and organisational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision. This position requires frequent communication and coordination with staff across international offices.

Key Responsibilities

• Assist the COO with her daily schedule and duties, to include managing her calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses).
• Provide general administrative support to the COO and Team.
• Receiving and interacting with visitors.
• Answering and managing incoming calls.
• Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal.
• Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials).
• Drafting correspondence and presentations.
• Recording, transcribing, and distributing notes/minutes of meetings.
• Providing other daily support to staff as needed.
• Perform general office/facilities management duties to include managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed.
• Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance.
• Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Assist with various payroll and human resources functions to include entering new employees into the payroll system; maintaining required and voluntary payroll deductions in the payroll system; performing initial processing of bi-weekly payroll, including timesheet review; running supplemental payroll reports as needed; posting position openings to job sites and managing flow of incoming candidate applications; ordering background checks on potential new hires; assisting new employees with their orientation to the organization, benefits enrolment, and tax forms; and maintaining human resources files in accordance with laws, regulations, and established standards.
• Perform accounts payable processing and other basic accounting functions to include reconciling invoices and filling out payments request with proper coding; assist with entering and processing approved payments; developing and maintaining files; and developing and maintaining various financial databases and reports.

Skills and Experience

• 4+ years of solid administrative experience in an office setting.
• Excellent verbal and written communications, networking, and presentation skills (in English).
• Excellent organizational skills and attention to detail.
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Personal Characteristics

• Committed to, and enthusiastic about, the mission and vision of Infinite Global.
• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes.
• Outgoing, straightforward, and creative.
• Able to work independently and take initiative.
• Results oriented.
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success.
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.

Please note that if you are NOT a passport holder of the country for the vacancy you might need a work permit. Bank or payment details should not be provided when applying for a job. Eurojobs.com is not responsible for any external website content. All applications should be made via the 'Apply now' button.