About The RoleAs Office Assistant you will provide general administrative, clerical and secretarial support in day-to-day functions plus messenger services when required. Promote high standards of corporate values through correspondence, telephone, and personal contact. Handle confidential and sensitive issues, which require a high degree of discretion and tact. Record / document control and maintenance for all correspondences related to the Executive Management office.Perform administrative, clerical and secretarial support - coordinate activities, conduct enquiries and ensure that requests are carried out.Effectively handle inquiries and/or refers to the appropriate personnel/department.Review and answer e-mails and general inquiries and determine if Executive Management action is required.Collect and dispatch urgent / various documents to GCEO’s office and other Department offices when required.Provide necessary telephone backup coverage and coordinate with relevant personnel or department.Deliver approved invoices to Finance for payment processing when required.Write e-mails to related departments for accurate and proper distribution of documents, memos, letters, faxes, and any kinds of forms.Assist in general office work such as photocopying, scanning, binding of documents on a day-to-day work basis and maintain filing for Executive Management.Take and transcribe dictation. Draft letters and internal memos. Process, handle, and maintain all types of confidential information.Anticipate and prepare meeting materials, charts, venues, etc.Compose routine and non-routine correspondences, memoranda, reports which are generally confidential in nature.Maintain a confidential filing system, categorize and maintain manuals, sensitive correspondences, and other source materials.Coordinate prompt purchasing of office supplies and stationeries.Order and control all inventory of stationary & pantry items, maintain and replenish inventory, anticipate needed supplies and track office requirements.Ensure proper maintenance of all office equipment.Respond to complaints (such as printer problems, office stationeries, toners & pantry items replenishment) and requests for information.Assist and explain procedures and policies in response to inquiries within the area.Maintain and update inventory records of office supplies i.e. stationeries, printer toners, pantry items in Microsoft Excel format, if necessary.Coordinate with Facilities Management for office, AC, and plant maintenance.Act as a back-up for the Reception and Administration areas and provide any support required on behalf of the Admin Department.Collect, review, and submit all documents related to employee requests to HR for necessary approval, conduct follow-ups with the concerned personnel for updates and inform the employee accordingly to ensure a flawless communication process.Perform other related duties as assigned by Admin and by the Head of the Department.QualificationsThe successful candidate will have the following qualifications and skills:Bachelor’s Degree or Equivalent with No prior job-related work experienceHigh School Qualification with Minimum 1 year of job-related experienceFluent in reading, writing and speaking EnglishCertificate in computer applications – MS Office (Word, Excel, PowerPoint and Access)The ability to work independently, as well as function as part of a team, is required.Ability to work under pressure with little supervision in a fast-paced environment, be able to juggle multiple tasks simultaneously.A professional manner for interaction with internal/external high-level positions is necessary.Excellent organizational skills.Must be mature in outlook, organized; extremely detail-oriented and possess strong follow-up skills.Demonstrate quality consciousness.Good problem-solving abilities.#J-18808-Ljbffr