Administrative assistent

We would like to bring someone into our team who is dedicated to making sure that our day-to-day administrative tasks are taken care of efficiently, reliably, and properly.
We are looking for a big personality to take ‘ownership’ of the job and make it their own. You should have previous experience in office or facilities management. The successful candidate will be someone who is looking for a challenge, is not afraid to take control and voice their opinion and most of all, is a ‘people person’.
Stuff you will need to do (or figure out a way of getting done):
• Answer the telephone – you will need a very good telephone manner but also be able to filter out sales calls
• Filing (e.g. contract, supplier details, office paperwork etc.)
• Maintaining supplies of stationery and equipment
• Arranging travel, meetings and appointments (booking in advance to try and save money / make sure we get there!)
• Order office furniture, and manage any sort of office maintenance
• Make sure that the kitchen supplies are topped up
• Manage inbound and outbound post
• Keep the office clean & tidy (sort out a cleaner/ washing up rota etc.)
• Organise lunches/ refreshments when we have clients on site
• Run errands e.g. to the printers to get presentations printed and bound
• Send handwritten thank you notes to clients (including Christmas Cards, Birthday Cards etc.)
• Fill in on basic customer service/support if required
• Manage the holiday spreadsheet, recording staff sick days etc.
• Taking meeting minutes (if requested)
• When new hires join, sort out all their paper work
• Managing expenses claims/ petty cash
Other stuff you can get involved in if appropriate (i.e. if you want to):
• Finance (starting with managing communication with the bookkeeper and accountant)
• HR (starting with filing staff contracts etc.)
• Account Management (i.e. being the point of contact for some of our clients)
• Project Management (clients and internal)
Requirements:
• Bachelor’s Degree and year good experience
• Excellent organization skills
• Excellent computer application skills including spreadsheets, databases, word processing, presentations, slides, calendars, etc.
• Excellent verbal and written communication skills in Romanian, Russian and English
• Strong interpersonal skills
• Demonstrated ability to maintain a professional manner and confidentiality in various situations
For any enquiry please feel free to contact