The Admin Executive (AE) is responsible for providing personalised secretarial and administrative support to both The Greenhouse Studio and Greenhouse Coworking. The AE will act as the point of contact for all employees, providing administrative support, assisting with events and managing all office queries. Main duties include managing general upkeep of the coworking space, office stock, preparing regular reports (e.g. expenses and office budgets) and organising company records. If you have previous experience or similar administrative role, we’d like to meet you. Our ideal candidate also has working knowledge of office equipment and office management tools.
Typical work activities
1. Administrative support
- Assist the Finance Officer by preparing and/or editing documents, such as expense reports, memos, and invoices
- Manage office supplies stock and place orders
- Prepare regular reports on expenses and office budgets
- Maintain and update company databases (ie assets database and others)
- Organise a filing system for important and confidential company documents
- Answer queries by employees and clients
- Update office policies as needed
- Maintain a company calendar and schedule appointments
2. Facilities Management
- Ensure the coworking space is clean, inventory is stocked, and vendors deliver without disruption
- Maximise up-time and availability of key facilities assets like the internet connection, kitchenette, printers/copiers
- Keep members aware of facilities issues that may impact them
- Organise timely and quick repairs to the facilities and key equipment
- Help set up meeting rooms for members and clients with bookings
- Ensure all the spaces are clean, coffee is ready and everything is working as it should
3. Customer Service and Event Coordination
- Answer phone calls and take messages
- Conduct tours
- Run errands
- Welcome and interact with all visitors and members
- Book meeting rooms and event spaces in the coworking space
- Schedule in-house and external events
- Assist with events, event briefs, and logistics for all events at Greenhouse Coworking
- Provide support to the events team
- Ensure excellent customer service and quality delivery
- Post-event evaluation (including data entry and analysis and producing reports for event stakeholders).
Special Skills
- Minimum 2 years’ experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
- Full knowledge of office management systems and procedures
- Basic bookkeeping and math skills
- Proficiency in English
- Drivers License
- Exemplary planning and time management skills
- Ability to stay calm and on-task in high-stress situations
- Current in today’s office technology, and computer software including Google Workspace and MS Office
- Ability to multitask and prioritise daily workload
- High level verbal and written communications skills
- Discretion with personal and confidential information
Email your CV and answer why we should hire you at iwouldratherbe@greenhousefiji.com
DEADLINE OF APPLICATIONS: 12 June 2022