Administrative Assistant

**Key Responsibilities**:
**Administrative Support**:

- Manage calendar, schedule appointments, events and coordinate meetings.
- Prepare and distribute correspondence, reports, presentations and insurance claims
- Maintain and update client's databases and other records as required.
- Perform general administrative tasks such as filing, photocopying, and ordering office supplies.

**Client Relationship Management**:

- Greet clients, answer inquiries, and provide a professional and friendly first point of contact.
- Assist clients with appointment scheduling and rescheduling as necessary.
- Coordinate client meetings, prepare meeting materials, and ensure a smooth flow of communication between the consultant and clients.
- Maintain confidentiality and handle sensitive client information with discretion.

**Document Preparation and Organization**:

- Draft and edit various documents, including reports, presentations, and financial statements.
- Review and proofread documents for accuracy and completeness.
- Organize and maintain electronic and paper filing systems.
- Ensure that documents and files are properly archived and easily accessible.

**Research and Analysis**:

- Conduct research on financial topics, market trends, and industry developments as assigned by the consultant.
- Compile information and prepare reports based on research findings.
- Analyze data and assist in preparing financial models, charts, and graphs.

**Travel and Event Coordination**:

- Make travel arrangements, including booking flights, hotels, and transportation for the consultant and clients.
- Coordinate and organize events, seminars, and conferences, including logistics, registrations, and catering arrangements.

**Qualifications and Skills**:

- High school diploma or equivalent; additional education or certification in office administration or a related field is a plus.
- Proven experience as a secretary, administrative assistant, or similar role.
- Strong organizational and time management skills, with the ability to multitask and prioritize tasks effectively.
- Excellent verbal and written communication skills.
- Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Knowledge of financial services terminology and concepts is beneficial.
- Attention to detail and high level of accuracy.
- Discretion and ability to maintain confidentiality.
- Professional and friendly demeanor, with excellent customer service skills.
- Ability to work independently and collaboratively in a team environment.Administrative Support: Assist in daily administrative tasks such as managing schedules, appointments, and calendars, coordinating meetings, and arranging travel itineraries. Prepare and distribute correspondence, memos, reports,, presentations and client claim processing.

**Documentation and Record-Keeping**: Maintain and organise paper and electronic files, records, and documents. Ensure documents are properly stored, indexed, and easily retrievable. Prepare and edit documents, including letters, reports, and presentations.

**Meeting Coordination**:Schedule, coordinate, and prepare for meetings, conferences, and appointments. Arrange necessary facilities, equipment, and catering. Take meeting minutes, transcribe and distribute them to relevant parties.

**Data Management**: Assist in managing databases and information systems, ensuring accuracy, completeness, and confidentiality of data. Compile and analyse data for reports or presentations.

**Travel Arrangements**:Make travel arrangements, including flight bookings, hotel accommodations, transportation, and visa processing. Prepare travel itineraries and ensure all necessary arrangements are in place.

**Office Organization**:Maintain office supplies inventory and place orders when needed. Coordinate maintenance and repairs of office equipment and facilities. Keep the office environment tidy and organised.

**Confidentiality**: Handle sensitive information with the utmost discretion and maintain confidentiality. Adhere to company policies and regulations related to data protection and privacy.

**Time Management**:Prioritise tasks and manage time efficiently to meet deadlines. Coordinate and schedule appointments, meetings, and events to optimise productivity.

**Collaboration**: Work collaboratively with other team members and departments to ensure smooth communication and efficient workflow. Provide support and assistance to colleagues when necessary.

**Skills and Qualifications**:

- Strong organisational and multitasking abilities
- Excellent verbal and written communication skills
- Proficiency in using office productivity software (e.g., Microsoft Office Suite)
- Attention to detail and high accuracy in work
- Ability to maintain confidentiality and handle sensitive information
- Strong problem-solving and decision-making skills
- Professional demeanour and interpersonal skills
- Adaptability and ability to work under press