Careers

Office Manager

Office Manager duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Process improvement skills a must. Familiar with a variety of the field’s concepts, practices, and procedures. Ability to effectively communicate via phone and email ensuring that all office manager duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments including coordinating in-person meetings, conference rooms and telecons
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Write letters and emails on behalf of other office staff
  • Develop and maintain filing systems (online, paper)
  • Assist in the preparation of regularly scheduled reports
  • Submit and reconcile expense reports
  • Receive and file invoices
  • Research and create presentations
  • Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Coordinating expense reports and receipt reconciliation
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Book travel arrangements including but not limited to: Scheduling flights, rooms, transportation, couriers, hotels etc.
  • Handle sensitive information in a confidential manner
  • Collect, create and distribute agenda
  • Take accurate minutes of meetings
  • Reply to email, telephone or face to face inquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Social media updates
  • Receive, sort and distribute the mail
  • Manage staff appointments
  • Maintain up-to-date employee holiday records
  • Coordinate repairs to office equipment
  • Greet and assist visitors to the office
  • Photocopy and print documents on behalf of other colleagues

Requirements:

  • Proven admin or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 7 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies:

  • Reporting Skills
  • Administrative Writing Skills
  • Microsoft Office Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Please submit your cover letter and CV to: jobs@curevovaccine.com with the job of interest in the subject field.