Team Assistant

Job description / Role

Our client is looking for a Team Assistant who will support their Executive Director and several senior managers with their day to day administrative needs.

Duties and Responsibilities will include but not limited to the following:

Administration
• Manage the diary of the Executive Director and team.
• Carry out administrative tasks, such as travel coordination, vacation forms, expense claims, correspondence, etc.
• Prepare standard letters, mail merges and other team correspondence
• Coordination of meetings and conference calls for the team
• Assist with editing, printing, binding, translation and sending out of all team documents
• Manage the central team online and physical document filing system
• Administer the purchasing of office supplies and equipment
• Liaise with other sister concern’s support staff as required
• Update and maintain contact databases
• Act as the first point of contact for general phone and email queries
• Manage Petty Cash payments and advances
• Keep an accurate and balanced record of all Petty Cash transactions
• Assist the Business Services Manager in documentation and approvals on all transactions
• Assist the programme team in adhering to the Programme Delivery Methodology, including setting reminders for dates and tasks.

Event and Meeting Logistics
• Assist the Events team to ensure that event administrative and logistics tasks are carried out, when required
• Assist in preparing and sending event-related documents such as meeting agendas, session outlines and participant lists, when required
• Administer event-related details such as timings, participant numbers, room arrangements, speaker and sponsor requirements, meal requirements and signage, when required
• Administer invitations, and all required logistics for Board meetings
• Prepare documentation and all other required materials for Board meetings
• Coordinate hotel and travel bookings and other event-specific logistics

Website and PR Coordination
• Carry out maintenance and update activities on the website of Organisation
• Organise the translation of all necessary website and PR documents
• Coordinate the filing and use of all content materials, such as press releases, press cuttings, podcasts, interviews, articles, videos and photographs

Requirements

To be considered for the role, you need to meet the following criteria:

• Bachelor or university degree holder
• At least 4 years of work experience in a relevant business sector or a professional services environment
• Highly competent in Microsoft Office, including Word, Excel, Powerpoint and Outlook
• An extremely keen attention to detail, with thorough checking of all work
• Perfect communication skills in spoken and written English
• Highly organised, with the ability to prioritise multiple tasks effectively - can complete many simultaneous tasks to tight deadlines
• Very professional and smart — must be able to interact clearly, confidently and politely with very senior executives and their offices
• A flexible, supportive and positive team player
• The willingness to act proactively, run with tasks independently and contribute ideas to improve work effectiveness

About the Company

Black Pearl is a human resources and recruitment agency that provides a holistic business and talent solution in a progressive, dynamic, and efficient way.

We pride ourselves as a unique black pearl and strive to delight our clients with a personalized partnership that helps them propel towards success.

Whether you need to find top talent, your next great job opportunity, or a consulting solution for managing your business, engaging employees, evolving your work culture, planning your people strategy, or resourcing challenges, we can help.