Administrative Assistant

JOB TITLE: Administrative Assistant

REPORTING TO: Facility Manager

MAIN PURPOSE
The Administrative Assistant is responsible for creating a welcoming atmosphere as the first point of contact for visitors and employees. Key responsibilities include managing the reception area, handling mail, overseeing office supplies, coordinating travel and meetings, and supporting event organization. Additionally, the receptionist facilitates communication with the landlord for access management, ensuring a smooth onboarding experience for new employees with the collaboration with Richemont facility team, this position contributes significantly to the company efficiency and a positive workplace environment.

KEY RESPONSIBILITIES

Reception Area Management
• Ensure the reception area is welcoming and well-maintained, including arranging flowers and diffusers to create a pleasant atmosphere.
• Maintain cleanliness and organization of the reception desk and waiting area to provide a professional environment for visitors.

Post Management
• Handle incoming and outgoing mail and packages efficiently.
• Distribute posts to the departments, ensuring timely communication within the organization.

Office Supplies Management
• Monitor and order office supplies as needed to keep operations running smoothly.
• Review office consumption with the facility manager to ensure accurate orders and maintain an organized supply room.

Travel and Accommodation Arrangements
• Manage hotel and transportation bookings for the COO's visitors.
• Provide recommendations for accommodation and transportation to regional/group colleagues and assist with their travel arrangements when       needed.
• Issue temporary tower/office access for visitors to ensure smooth access to the office upon arrival and ensure it is returned before departure.

Agenda and Meeting Support
• Assist in scheduling meetings and managing calendars.
• Prepare meeting rooms and ensure the necessary setup is maintained.

Event Coordination
• Support the facility manager in planning events by ensuring vendors have the necessary tower permits for loading areas and elevators.
• Coordinate with vendors to ensure adherence to tower policies and Richemont standards.

Administrative Support
• Provide assistance with document preparation, data entry, and filing to support daily office operations.

Coordination With Tower Management
• Collaborate with the tower management to issue building access cards for new employees, ensuring a smooth onboarding process.
• Foster a positive relationship with the landlord and escalate any service issues to the facility manager if standards are not met.

Parking Management
• Activate parking access for eligible employees by coordinating with the facility manager, ensuring convenience for staff.

RIC Agilities from the five categories that the role requires:

• Communication Agility: Clear, adaptable communication with colleagues.
• Organizational Agility: Efficient task management and organized workspace.
• Problem-Solving Agility: Quick resolution of unexpected issues and escalation when needed.
• Technological Agility: Proficient use of office software to enhance efficiency.
• Interpersonal Agility: Building rapport and fostering a welcoming environment.

Soft Skills:

• Communication Skills: Ability to convey information clearly and effectively.
• Open minded: Strong ability to build relationships and interact positively with colleagues and visitors.
• Adaptability: Flexibility to handle changing situations and priorities with ease.
• Time Management: Efficiently managing time to prioritize tasks and meet deadlines.
• Attention to Detail: Careful and thorough in handling tasks to avoid repeating same mistake.
• Teamwork: Collaborating effectively with others to achieve common goals.