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Administrative Assistant
2 weeks ago
- Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents.
- Managing of shared mailbox such as but not limited to email correspondence and basic scheduling.
- Prepares, generate, and maintain reports, spreadsheets, presentations, and other necessary documents as required, in response to and in anticipation of department's needs.
- Prepare, review, submit and track expense reports for reimbursements.
- Enter, track, coordinate and process departmental invoices for payment.
- Updates and secures Salesforce data to ensure accuracy, completeness, and usability for business operations.
- Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
- Reroute documents to other approvers when necessary.
- Conduct online research or other types of research for onshore partners..
- Answering customer inquiries, maintaining client records, performing research on financial products such as stock investment, and providing administrative support to the stakeholders as needed.
- Preparing and/or monitoring compliance and/or correspondence requirements
- Processing Certificate of Insurance and ensuring correctness of data. (COI)
- Process travel bookings such as air, land, hotel, and other necessary bookings suitable to stakeholders needs.
- Virtual coordination with suppliers and vendors.
- Maintain the SOP/DTP of current processes and assist with documentation updates as required.
- Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
- Relies on experience and judgment to plan and accomplish more complicated goals. Completes tasks independently and receives guidance on new assignments or atypical matters.
- Perform and accomplish the responsibilities listed above with moderate guidance of Team Lead.
Qualifications
Minimum Requirements:
- 3+ years of relevant experience in a fast-paced complex environment
- Proven work experience as an Administration Assistant
- Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint required.
- Highly motivated with ability to function well in a fast-paced environment.
- Excellent interpersonal, organizational and communication skills
- Strong attention to detail with an ability to deliver accurate documentation and task completion.
- Excellent time management skills and ability to multi-task and prioritize work.
- Experience managing multiple and changing demands, details, and deadlines.
- Prior experience in leading people is a plus.
Attributes:
- Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication)
- Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service)
- Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail)
- Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving)
