Executive Assistant/Office Coordinator

As an Executive Assistant/Office Coordinator, you will serve as the primary contact for both internal staff and external visitors, handling their inquiries and issues. This role is office-based and is a crucial part of our operations.

Responsibilities:

• Coordinate and manage the calendars of senior leadership, organizing meetings and business commitments efficiently.
• Serve as a liaison with administrative services and interact extensively with both internal teams and external business contacts.
• Handle all aspects of travel arrangements, both domestic and international, and hotel reservations.
• Ensure monthly expense claims are submitted promptly.
• Assist with event coordination in collaboration with the marketing department when required.
• Maintain a detail-oriented and welcoming environment within the office suite, reflecting high standards of care.
• Manage the online security portal, including monitoring access for new joiners and visitors.
• Handle daily mail, accepting deliveries, and directing mail to the appropriate parties.
• Oversee the functioning of office equipment, including printers, and manage the ordering of necessary supplies.
• Coordinate room bookings and arrange necessary catering and refreshments.
• Ensure meeting rooms and office spaces, including kitchen area, are ready for use and maintain standards of cleanliness.
• Liaise with cleaning crew to ensure satisfactory service delivery.
• Order and maintain office supplies and kitchen consumables, and ensure all office equipment is functioning correctly.
• Process incoming mail daily and handle checks as directed by the Finance team.
• Coordinate IT equipment such as laptops for new team members and manage inventory.
• Handle the shipment of laptops and cell phones as needed and coordinate equipment returns and recycling with the IT team.
• Address issues with AV equipment by escalating to IT where necessary.
• Provide support in other areas of the business as assigned. • Minimum of 2 years of experience as an Executive Assistant or Office Coordinator
• Excellent command over Calendar Management and Scheduling
• Strong Communication skills, both written and verbal
• Experience in coordinating Conference Calls
• Proficiency in handling Correspondence
• Prior experience in Administrative Office roles
• Ability to Maintain Office Supplies efficiently
• Proficiency in Microsoft Office Suites (Word, Excel, PowerPoint, Outlook)
• Experience in Office Administration
• Familiarity with managing Office Calendar
• Ability to effectively handle Office Functions
• Expertise in Managing Calendar schedules and appointments.