Junior Executive Assistant

You will be responsible for greeting, registering, and providing support to visitors, as well as performing various administrative tasks to ensure the smooth operation of our office.

You will organize and maintain calendar(s), manage all communications including responding to correspondence and handling all telephone calls in a professional and efficient manner.

You will also provide range of administrative support (e.g., travel scheduling, file organization, expense report submission, accounting administration) to effectively provide leverage to the firm.

Furthermore, when needed, you will support the planning and execution of major projects, conferences and other off-site meetings and work collaboratively with other executive assistants to ensure backup coverage.

You will participate as an active member of the client service team by performing diverse administrative duties such as creating and updating VTRs, managing team calendar and team contact lists, arranging team meetings and workshops, scheduling calls for teams, supporting team learning sessions, arranging courier services as needed for team, and assisting analysis and data entry as needed, working with other office supporting functions to help facilitate the document management process.

Some of your responsibilities will include greeting and registering visitors, maintaining a welcoming and professional reception area, coordinating security procedures, operating the switchboard, maintaining conference rooms, liaising with building management, arranging meals and catering for on-site meetings, and providing backup support to other office services roles as needed. You will also assist with conference room readiness, office setup activities, and support office events, meetings, and internal activities as required.

You will also collaborate with the cleaning staff to coordinate spaces, and help maintain office facilities, common areas, equipment, and workplace resources to ensure a neat and fully functional environment.

You will manage the end-to-end vendor process (system onboarding, contract signing, invoice management, and payment tracking) and handle all purchases for the office kitchen and cafeteria offerings.