• Answer and direct external parties to the appropriate internal resource, whether by telephone, in-person, or email.
• Organize files and keep records related to the office; this may be your department’s record-keeping or specific records related to the office, such as vendor information.
• Insure all data is properly archived according to the filing system.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Book conference calls, rooms, taxis, couriers, hotels, etc.
• Record minutes of meetings and distribute them when needed.
• They will need to book flights, accommodation, and other travel requirements.
• Compile data, statistics, and other information for reports to your management team.
• Draft letters or emails, reports, spreadsheets, and other documents. These may be specifically related to the office, or you may be assisting an executive with their work.
• Support programs with project documentations.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Implement clerical duties and administrative processes.
• Protects operations by keeping information confidential.
• Secures information by completing database backups.
• Perform other administrative or office duties as required or as assigned