Administrative Duties:
- Calendar Management:
- Schedule and manage the director's appointments, meetings, and events.
- Coordinate with internal and external stakeholders to ensure smooth scheduling.
- Travel Arrangements:
- Book and manage travel arrangements, including flights, accommodations, and transportation.
- Handle visa applications and other travel-related paperwork.
- Correspondence:
- Manage incoming and outgoing correspondence, including emails, letters and other online communicatoins that needs attention of the director.
- Draft and proofread documents on behalf of the director.
- Record Keeping:
- Maintain accurate and organized records of meetings, decisions, and important documents.
- Update and manage the company's database and filing system.
- Office Management:
- Oversee general office administration, including supplies, equipment, and facilities.
- Coordinate with IT support for technical issues and system maintenance.
Assistant to Director Duties:
- Project Management:
- Assist the director in managing and coordinating various projects, from inception to completion.
- Track project progress, deadlines, and deliverables.
- Research and Analysis:
- Conduct research on industry trends, market analysis, and competitor activities.
- Prepare reports and presentations based on research findings.
- Event Planning and Coordination:
- Assist in planning and organizing company events, conferences, and workshops.
- Manage logistics, guest lists, and event materials.
- Financial Management:
- Assist with financial tasks, such as expense reports, budgeting, and invoice processing.
- Prepare financial reports and analysis as needed.
- Communication and Liaison:
- Act as a liaison between the director and other departments, clients, and partners.
- Communicate effectively both verbally and in writing.
Additional Responsibilities (Depending on the Company):
- Human Resources:
- Assist with recruitment and onboarding processes.
- Handle employee relations and HR administration tasks.
- Marketing and Sales:
- Support marketing and sales initiatives, such as creating marketing materials and managing social media.
- Assist with customer inquiries and complaints.
- Legal and Compliance:
- Ensure compliance with relevant regulations and industry standards.
- Assist with legal documentation and contract management.
Key Skills and Qualifications:
- Strong organizational and time management skills
- Excellent communication and interpersonal skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Attention to detail and accuracy
- Ability to multitask and prioritize tasks
- Discretion and confidentiality
- Relevant experience in administration or executive support
- Degree in business administration, secretarial science, or related field (preferred)
- Sports background and knowlegdge especially in tennis prefered.
Additional tips:
- Be proactive and anticipate the director's needs.
- Develop strong relationships with colleagues and stakeholders.
- Stay updated on industry trends and best practices.
- Be flexible and adaptable to changing priorities.
- Take initiative and ownership of tasks.
