– Answer and direct phone calls, taking messages and forwarding calls to appropriate personnel to ensure efficient communication within the office.
– Schedule and coordinate meetings, appointments, and conference calls, ensuring all participants are informed and calendar entries are updated.
– Prepare and edit documents, reports, and presentations, ensuring they are formatted correctly and meet professional standards.
– Manage email correspondence, responding to inquiries, forwarding messages, and organizing email folders to maintain a streamlined workflow.
– Maintain and update filing systems, both electronic and paper, ensuring all documents are properly filed and easily accessible.
– Order and manage office supplies, keeping inventory levels updated and ensuring necessary supplies are available.
– Assist with travel arrangements, including booking flights, accommodations, and transportation, and preparing detailed itineraries for staff.
– Handle incoming and outgoing mail, sorting and distributing it to the appropriate recipients in a timely manner.
– Perform data entry tasks, ensuring accurate and efficient input of information into databases and spreadsheets.
– Provide general administrative support to various departments, assisting with tasks and projects as needed to ensure smooth operations.
– Process and manage invoices, receipts, and other financial documents, ensuring timely and accurate record-keeping.
– Organize and maintain meeting rooms, ensuring they are clean, well-equipped, and ready for use at all times.