Executive Assistant/Office Manager

The Executive Assistant/Office Manager will be responsible for the administrative and organisational management of the office. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.

This position requires frequent communication and coordination with staff across international offices.

Key Responsibilities

• Assist the COO with her daily schedule and duties, to include managing her calendar, commitments, and travel arrangements (planning itineraries, developing agendas and meeting materials, reporting expenses, etc.).
• Provide general administrative support to the COO and Team
• Receiving and interacting with visitors;
• Answering and managing incoming calls;
• Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal;
• Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.);
• Drafting correspondence and presentations;
• Recording, transcribing, and distributing notes/minutes of meetings; and

Providing other daily support to staff as needed.

• Perform general office/facilities management duties to include:
• Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
• Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance; and
• Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep.
• Assist with various payroll and human resources functions to include:
• Entering new employees into the payroll system;
• Maintaining required and voluntary payroll deductions in the payroll system;
• • Perform initial processing of bi-weekly payroll, including timesheet review;
  • Running supplemental payroll reports as needed;
  • Posting position openings to job sites and managing flow of incoming candidate applications;
  • Ordering background checks on potential new hires;
  • Assisting new employees with their orientation to the organization, benefits enrolment, and tax forms; and
  • Maintaining human resources files in accordance with laws, regulations, and established standards.
  • Perform accounts payable processing and other basic accounting functions to include:
  • Reconciling invoices and filling out payments request with proper coding;
  • Assist with entering and processing approved payments;
  • Developing and maintaining files; and
  • Developing and maintaining various financial databases and reports.

Skills and Experience

• 4+ years of solid administrative experience in an office setting;
• Excellent verbal and written communications, networking, and presentation skills (in English);
• Excellent organizational skills and attention to detail;
• Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines;
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); and

Personal Characteristics

The successful candidate will be:

• Committed to, and enthusiastic about, the mission and vision of Infinite Global
• A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes;
• Outgoing, straightforward, and creative;
• Able to work independently and take initiative;
• Results oriented;
• An adaptable, flexible problem-solver;
• Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success; and
• A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.