JOB DESCRIPTION

Working hours are M-F from 9am-6pm (one hour lunch break)

Act as the point of contact among management, candidates, cohorts, other external partners, etc.

Manage calendars, set up meetings, book lunch and dinner reservations, coordinate office activities and events

Track daily expenses and prepare weekly, monthly or quarterly reports; keep record of petty cash

Format information for internal and external communication – memos, emails, presentations, reports

Launch calls and take minutes during meetings

Order business cards and ship out packages/documents when necessary

Track office key cards, supply inventory and order/purchase water, coffee, tea, and other office supplies

Receive/manage correspondence (e-mail, letters, packages etc.), pay monthly internet and electric bills

Create and update records and databases

Assist colleagues whenever necessary; provide information by answering questions and requests

Handle multiple projects and ad hoc tasks, research and due diligence, paper writing

Ensure operation and problem solving of equipment (lights, air con, router, printer, etc.)

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

Develop and update administrative systems to make them more efficient; resolve administrative problems

Greet and assist visitors to the office; provide general support to visitors

Maintain office cleanliness, supervise office cleaning workers and clean up when necessary

Manage LinkedIn job posts, send out invitation to applicants and answer their enquiries, scraping emails

Update google spreadsheets of applicants, previous cohort members and other contacts

Reach out to companies that have job openings and update job opening spread sheets

Issuing Credly certificates at the end of each cohort and send out reminders to claim the certificates

Create google spreadsheets on new projects whenever necessary

Sending out phone interview invitations and information to candidates for VU’s VC/PE Investor Accelerator

Conduct interviews with candidates who are interested in joining the Investor Accelerator

SKILL REQUIREMENTS

Work experience as an Executive Assistant, Office Administrator, Office Assistant, or relevant role

Excellent verbal and written communications skills; English is mandatory

Outstanding organizational, problem solving, and time management skills

Familiarity with office gadgets and applications (e.g. coffe machines, copy machines, label makers)

Discretion and confidentiality; handle sensitive information in a confidential manner

Outstanding communication and interpersonal abilities

Familiarity with office management procedures and basic accounting principles

Excellent knowledge of MS Office, Adobe Acrobat and Adobe Pro and office management software (i.e. Gsuite)

Qualifications in secretarial studies will be an advantage

Fresh Graduate of BSc/BA in office administration or relevant field is preferred

Familiarity with social media platforms and conferencing software (Zoom, Google Meet, Slack, etc.)