Administrative Assistant Business & Administration Technicians

The set of rules that govern the activity of a company.

Disseminate internal communications using the different communication channels that a company has at its disposal.

Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.

Guarantee that the tracking and recording standards and rules for document management are followed, such as ensuring that changes are identified, that documents remain readable and that obsoleted documents are …

Fill out forms of a different nature with accurate information, legible calligraphy, and within a timely manner.

Handle mail considering data protection issues, health and safety requirements, and specifications of different kinds of mail.

Organise and classify records of prepared reports and correspondence related to the performed work and progress records of tasks.

Put together documents coming from the photocopier, the mail, or the daily operations of businesses.

Search and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.

Program, prepare, and perform activities required to be performed everyday in offices such as mailing, receiving supplies, updating managers and employees, and keeping operations running smoothly.

Possess the ability to work with the standard programs contained in Microsoft Office at a capable level. Create a document and do basic formatting, insert page breaks, create headers or …

Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes …

Answer questions, resolve doubts, and solve inquiries in regard to general institutional and corporate information such as program rules, regulations and procedures. Assist with information to both, employees and public …

Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.

Create a filing system. Write a document catalogue. Label documents etc.

Maintain updated the statutory books of the company with the relevant information of the directors and secretaries, the directors interests, and the register of shareholders.

Manage the booking schedule for conferences and meetings of internal or external nature. Shop around and book reservations for travelling or hosting for office personnel.

The techniques of recording and summarising business and financial transactions and analysing, verifying, and reporting the results.

The methods to quickly transcribe spoken language into text, such as stenography.

Lead events by managing budget, logistics, event support, security, emergency plans and follow up.

Organise the completion of official documents such as letters of credit, shipping orders, and certificates of origin.

Distribute mail correspondence, newspapers, packages and private messages to customers.

Fix and schedule professional appointments or meetings for clients or superiors.

Handle petty cash for minor expenses and transactions required for the daily running of a business.

Prepare the invoice of goods sold or services provided, containing individual prices, the total charge, and the terms. Complete order processing for orders received via telephone, fax and internet and …

Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.

Maintain an effective internal communication system among employees and department managers.

Prepare the documents, slide shows, posters and any other media needed for specific audiences.

Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.

Register, follow-up, solve and respond to customer requests, complaints and after-sales services.

Master foreign languages to be able to communicate in one or more foreign languages.

Keep inventory of office supplies such as equipment and stationery items to avoid out of stock or misuse of the supplies.

Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.

Keep an overview of the employees' vacations, sick leaves and absences, register these in the agenda and file the necessary documents and certificates.

Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.

Ensure that access to personal or institutional data conforms to the legal and ethical framework governing such access.