Administration Assistant

General Description of Role and Responsibilities:

• General Administrative Support:
• Provides administrative/secretarial support to the SVP/VP and his team members.
• Greet and host guests and office visitors with courtesy and respect.
• Maintains a hard copy or electronic calendar for the responsible SVP.
• Follows Hill International Standard Office and Projects Document Control Procedure. Collects, reviews, and distributes incoming hard copies and electronic mail. Independently handles mail, not requiring the SVP's attention. Review incoming and outgoing correspondence for accuracy and format outgoing documents that require the SVP/VP's signature.
• Coordinates complex travel arrangements.
• Photocopying, scanning, and filing documents.
• Prepares, copies, submits, and files expense reports using VantagePoint.
• Process vendors' invoices in coordination with the Finance Department.
• Performs other administrative assignments as required.
• Be part of the Operations/Admin Team when needed.

Other Administrative duties (if and when needed)

• Front Desk Operations:
• Answering phones and routing calls.
• Maintaining office fax machines, copy machines and printers.
• Managing the office drivers' schedule, e.g., organizing daily pickup, drop off and document deliveries.
• Arranging for courier pickup as required.
• Ordered office and kitchen supplies and coordinated the delivery.
• Using excellent interpersonal skills, communicate with various levels of company staff and management, visitors, clients, etc.
• Office Operations:
• Assisting with event/meeting planning.
• Coordinating and (when necessary, performing) the clean-up and organization of the office.