Administrative Assistant Advisor

PART A. General Description

The administrative assistant at Avolta is responsible for the creation and maintenance of a smooth office workflow environment. This includes making sure that all files are organized, all emails and inquiries are responded to promptly, and that all tasks assigned by the executive assistant(s) are completed accurately and on-time. 

PART B. Main Responsibilities

As an Administrative Company Advisor:

• Office Operations Support: Provide guidance and assistance in managing day-to-day office operations, including scheduling meetings, coordinating appointments, and maintaining office supplies and equipment.
• Administrative Coordination: Assist in coordinating administrative tasks and projects, such as document preparation, data entry, and correspondence handling, ensuring accuracy and efficiency in all activities.
• Calendar Management: Offer advice on managing calendars and schedules for executives and team members, prioritizing appointments, meetings, and deadlines to optimize time management and productivity.
• Communication Management: Provide recommendations on effective communication practices, including email correspondence, phone etiquette, and internal messaging systems, to facilitate clear and professional communication within the organization.
• Travel Arrangements: Assist in making travel arrangements for employees, including booking flights, hotels, and transportation, and preparing travel itineraries, ensuring a smooth and hassle-free travel experience.
• Meeting Coordination: Offer guidance on planning and organizing meetings, including scheduling, agenda preparation, meeting room setup, and coordination of attendees, to ensure productive and efficient meetings.
• Document Management: Advise on document management processes, including filing, organization, and archiving of documents and records, to maintain a tidy and well-organized office environment.
• Customer Service Support: Provide assistance in handling customer inquiries, complaints, and requests, ensuring prompt and courteous responses to maintain high levels of customer satisfaction.
• Data Entry and Record-keeping: Offer recommendations on data entry procedures and record-keeping practices, ensuring accuracy, completeness, and confidentiality of information in databases and spreadsheets.
• Event Planning and Coordination: Assist in planning and coordinating company events, such as conferences, workshops, and social gatherings, including venue selection, catering arrangements, and logistics management.
• Problem-solving and Decision-making Support: Provide advice and guidance to employees on resolving administrative issues and making decisions related to office management and operations.
• Confidentiality and Ethics: Ensure adherence to confidentiality agreements and ethical standards in handling sensitive information and performing administrative duties.
• Continuous Improvement: Identify opportunities for process improvement and optimization in administrative workflows and procedures, proposing solutions and implementing best practices to enhance efficiency and effectiveness.
• Professional Development: Stay updated with the latest trends, technologies, and best practices in administrative support roles, and actively seek opportunities for professional development to enhance skills and expertise in the role.

The compensation for this role would be pro-bono (unpaid).