Travel 360 Pte Ltd – Admin Assistant

Administrative assistant responsibilities:

• Answer and direct phone calls

• Organize and schedule appointments and meetings

• Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes, and forms

• Assist in the preparation of regularly scheduled reports

• Develop and maintain a filing system

• Order office supplies

• Book travel arrangements

• Submit and reconcile expense reports

• Provide general support to visitors

• Provide information by answering questions and requests

• Take dictation

• Research and creates presentations

• Generate reports

• Handle multiple projects

• Prepare and monitor invoices

• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

• 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

• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

• Contribute to team effort by accomplishing related results as needed

• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

• Organize travel arrangements for senior managers

• Write letters and emails on behalf of other office staff

• Book conference calls, rooms, taxis, couriers, hotels, etc.

• Cover the reception desk when required

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Take accurate minutes of meetings

• Coordinate office procedures

• Reply to email, telephone, or face to face inquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Receive, sort, and distribute the mail

• Answer telephone calls and pass them on

• Manage staff appointments

• Oversee and supervise the work of junior staff

• Maintain up-to-date employee holiday records

• Coordinate repairs to office equipment

• Greet and assist visitors to the office

• Photocopy and print out documents on behalf of other colleagues

• Provide polite and professional communication

• Implement clerical duties and administrative processes

• Conduct data entry

• Confirm restaurant reservations for senior staff