Administrative Assistant

2 weeks ago

Miami, United States Amicorp Group Full time

SUMMARY

The role-holder is responsible for handling of phone calls, responding incoming and outgoing correspondences, organizing internal and external events, supporting with all administrative matters, and keeping the office organized as well as support all efforts and process on Sales and Clients matters.


PRIMARY DUTIES AND RESPONSIBILITIES

  • Ensure that there is administrative support available to all the employees at any point of time.
  • Handles reception and incoming phone calls, fax, couriers, post and e-mail messages.
  • Accepts, identifies, copies, dates/labels, files and distributes all incoming correspondence, including from couriers, prepares outgoing priority correspondence forms, sends out the received mail from the office.
  • Monitors conference and meeting room usage, services those rooms.
  • Co-ordinate in organizing meetings (with clients, intermediaries, legal counsel, notaries) and assists in the smooth operation of office meetings.
  • Receives and welcomes clients, offers refreshments, and refers them to the appropriate parties.
  • Maintains the office calendar and registers all absence. Helps with the vacation planning and records. Provide leave and absence related support and assist Group Human Resources on any other local administrative matters related to hiring, absence, audit or exits.
  • Management & update of internal databases and provide administrative support.
  • Monitors, restocks and buys the supplies of the kitchen / pantry, and office / building requirements in general (arranges sufficient office stationary, and supplies/support).
  • Ensure that there is administrative support available to all the employees at any point of time.
  • Plans, organizes, prepares agenda, and schedules meetings for the Management and staff with external prospects and clients. Prepare minutes if requested.
  • Ensures that the office is kept tidy and well organized at all times and health and safety standard
  • are met.
  • Manages the petty cash, inserts expenditure data into excel and sends the excel sheet to the Internal Accounting Department / Accounting Officer (maintains quarterly overviews of petty cash expenditures).
  • Arranges Visa applications and assists Travel Desk for business trips and in-coming visitors from other offices.
  • Prepare for events both inside the company and external events.
  • Research relevant events and register participants, assist with researching prospects and create databases.
  • Assist with invoice issuance.


CANDIDATE PROFILE

  • Graduate or diploma or equivalent, and/or relevant experience of at least 4 years, with prior Payroll and Accounting experience.
  • Thorough knowledge of the established filing system with strong organizational skills.
  • High energy, self-motivated with a high degree of accountability.
  • Excellent organizational, interpersonal and communication skills.
  • Excellent client facing skills. Well-developed spoken and written communication skills and the ability to tailor style to relevant audiences, and successfully liaise with people at different levels.
  • Excellent English language fluency; additional languages preferred.
  • Strong analytical and problem-solving skills, solution driven, highly organized and detail orientated with good decision making and time management skills. Independent, hands-on and takes accountability to deliver solutions and results.

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