Administration Assistant

Key responsibilities:

• Manning the AIHM reception. 
• Welcome and greet visitors to the school in a professional and courteous manner. 
• Answer and direct incoming calls and emails, providing accurate and timely information. 
• Corresponding internal and external. Arrange for outgoing mail and packages to be picked up or delivered. Receive and relay telephone messages. 
• Organize meetings, including scheduling, arranging conference rooms, sending reminders, and organizing catering when necessary. 
• Coordinate travel arrangements for team members, faculty, students and visitors. 
• Manage office supplies, including ordering and restocking as needed. 
• Prepare and distribute correspondence, memos, and reports. 
• Assist with event planning and coordination, including setup and cleanup. 
• Maintain the school's filing system, including electronic and physical files. 
• Perform other administrative duties as assigned by the Administration Manager. 
• Provide administrative and clerical support to the department heads as assigned by the Administration Manager. 
• Screen documents from internal and external and propose documents for signature. 
• Prepare monthly advance requisitions, expense claims and track expenses and prepare reports for entire department. 
• Organize and maintain office filing and database system and looking for way to improve systems

Qualifications

Key qualifications and experience required.

• A minimum of 3 years' experience in executive secretary or admin role ideally in hospitality or similar environment. 
• Excellent time management skills and ability to multi-task and prioritize work. 
• Effective and professional communication abilities. 
• Professional writing capabilities, including being able to communicate with employees, vendors, and clients or guests. 
• Great customer service and interpersonal skills. 
• Strong organizational and planning skills
• Proficiency in MS Office.