Polymath & Boffin

Administrative Assistant

  • Basis:  Full-Time
  • Closing Date:  15 Apr, 2023
  • Job Ref:  KMP-80461

Job Description

Polymath and Boffin requires to immediately fulfil this fundamental position. This role is key in supporting the Business Development team achieving collective company and project goals.

The Administrative Assistant will work closely with the different departments, gain a broad understanding of different company projects and targets, and will lead in executing the administrative project and office-based tasks. The Administrative Assistant will work closely with and report to the Executive Assistant while also working with the Chief Executive Officer on a regular basis.

The ideal candidate must be an individual who thrives in a fast-paced, multi-tasking environment. Is pro-active, analytical, and quick problem-solver. A person who enjoys learning and is eager to take ownership of their tasks. The candidate with the right aptitude would be able to develop the role, creating an opportunity for self-growth and professional progression.

Key Responsibilities

  • Provide administrative and organisational support to the business development team, by organising meetings, project data and monitoring all project-related correspondence.
  • Take detailed minutes for both internal and external meetings and distribute accordingly.
  • Completes operational requirements by scheduling, following up on administrative tasks and expediting work results.
  • Write and distribute emails, correspondence, memos, letters, and forms as necessary.
  • Assist in the preparation of project documentation and reports.
  • Maintain a filing system with attention to detail and structure.
  • Execute ad-hoc research and compilation of data on behalf of the product development and business analysis teams.
  • Build market profiles with relevant company and contact data.
  • Communicate internal updates and assist with the implementation of office policies and procedures.
  • Maintain company contact lists, supporting the business development team when required.
  • Act as point of contact for all key areas of the business, both internal and external.
  • Handle incoming calls and social media queries and communicate with the relevant departments.
  • Coordinate meeting room bookings for all meetings both internally and externally, ensuring rooms are well-equipped and organised ahead of meetings.
  • Greet visitors and provide them with a hospitable environment.
  • Oversee social media platforms and assist in the preparation of content.
  • Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
  • Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
  • Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
  • Order office supplies and research new deals and suppliers.
  • Contributes to team effort by accomplishing related results as needed.

Requirements and Skills

  • Proven experience as an Administrative Assistant or Office Administrative Assistant.
  • Knowledge of office management systems and procedures.
  • Proficiency in MS Office, in particular Word, Excel, SharePoint.
  • Excellent time management skills and the ability to prioritise work.
  • Attention to detail and problem-solving skills.
  • Excellent written and verbal communication skills.
  • High school degree: additional qualification as an Administrative Assistant will be considered an asset.
  • Previous and proven experience in a financial environment will be considered an asset.
  • Native or bilingual proficiency in English is considered mandatory; any other language will be considered a plus.