Assist in project proposal preparation by retrieving partners' administrative information, budgets, and setting up any required meetings or presentations.
- Assist in project financial reporting.
- Assist with the preparation and retrieval of internal accountancy, travel forms, and other record-keeping documents associated with externally funded projects.
- Support the CEOs in the preparation of quotations for clients and follow-ups, sending and receiving signed project, client, and staff contracts.
- Define procedures for the preservation, protection, retrieval, transfer, and disposal of office records (e.g., taking note of vacations, days off, medical leaves of the staff).
- Take team meeting minutes (rotating with other members of the staff).
- Assure invoices of internal expenditures are duly retrieved.
- Complete and keep up to date databases.
- Review and update company templates for contracts, quotations, NDAs, etc.
- Support communication tasks when needed, such as preparing the newsletter, social networks, and blog posts.
- Maintain and track stock of office supplies (from notebooks to printer ink) and services provided (cleaning, etc.
).
- Plan and implement office operations, procedures, systems, layouts, and equipment procurement.
- Directly manage a budget for office supplies and other errands.
- Supervise the office condition and arrange repairs if needed.
- Similar potential functions.
**Minimum Requirements:**
- Proven experience as an office manager and/or administrative assistant.
- Solid background in business administration and accountancy.
- Knowledge of office administrator responsibilities and procedures.
- Proficiency in MS Office (MS Teams, Excel, Word, and Outlook).
- Excellent written and verbal communication skills.
- Ability to work independently with little supervision.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Strong organizational and planning skills in a fast-paced environment.
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