IDB2615 - Administrative Assistant (Outsourced)

To provide high level administrative support, secretarial and offices services/duties to ensure smooth day to day functioning of the assigned business unit(s) / function(s) at optimum efficiency and productivity in a professional manner.

Office Administration and Secretarial Services:

• Perform the tasks assigned by the Business units / Functions efficiently in a timely manner in accordance to the relevant policies and procedures.
• Provide Administrative support to the assigned function.
• Assist in the drafting of the documents, correspondence as requested.
• Attend incoming calls in a professional manner and relay the information to the relevant parties according to priority and criticality. 
• Answering and channeling phone calls, arranging and reminding appointments for the business units.
• Manage and coordinate the reception of the guests visiting ICD Facilities, considering established protocols and procedures.
• Ensure the availability of  required office supplies and stationery items.
• Draft emails, reports, memos and other business correspondence as instructed by assigned business unit/ function heads.
• Develop an efficient filing and record keeping system to store all the documents, correspondence, administrative decisions for reference.
• Attend meetings as required by the business functions and take minutes of the meeting for follow-up and issue tracking.
• Prepare meeting agenda and disseminate to the participants as instructed by the business / function heads.
• Provide the required support to the Business Director(s) in efficiently managing their time and calendars. 

Department Correspondence, Mail and Meeting arrangements:

• Schedule appointments and meetings according to the calendar to ensure smooth running of the business activities.
• Book meeting rooms as per the schedule and disseminate the agenda accordingly.
• Coordinate with the Department/Function Head(s) to communicate and make arrangements of their meetings.
• Coordinating domestic and international travel, including flight, hotel, and car rental reservations to ensure all arrangements are made on time for smooth travel.

Adhoc Responsibilities:

• Provide other administrative duties wherever required and instructed by the respective business functions.

• At least 3 years of experience of providing Administrative/ Secretarial services/ Office Management in Legal environment, preferably in similar institution.
• Bachelor’s degree in Business Administration or similar relevant discipline is a must.
• A certificate in Administration/Secretarial Services/ Office Management is an added advantage.
• Working proficiency with Microsoft Office and related applications.