Administrative Assistant

Reports to General Manager
Responsibilities:
• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes and forms
• Develop and maintain a filing system
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Handle multiple projects
• Prepare and monitor invoices
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels etc.
• Cover the reception desk when required
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Reply to email, telephone or face to face enquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues

Requirements:
• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Proficient in MS Office
• At least 7 years of experience in the field or in a related area
• High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies:
• Administrative Writing Skills
• Microsoft Office Skills
• Professionalism
• Problem Solving
• Verbal Communication
• Office Administration Procedures
• Typing Skills
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience


Considered as benefits:

• Previous working experience on yachting, shipping or marine relates service company.

• Speaking Italian

• Knowledge of Softone ERP (S1)

•Non Smoker