Office Assistant

Requirements:
- College degree or equivalent;
- Fluent English language skills;
- Office management and administrative experience is preferred.

Office Administration responsibilities:

- Answers phones and redirects phone calls;
- Maintain contact with office maintenance companies such as telephone repair company, landlord, equipment repair companies, etc.;
- Maintain contact with suppliers and companies with whom the office has a services contract (telecom companies, cleaning company, couriers). Ongoing monitoring of contracts and exploring possibilities for reducing costs;
- Welcoming visitors;
- Maintenance and organization of company documentation;
- General administrative work;
- Ordering office supplies;
- Maintain contact with government agencies and associations;
- Travel arrangements: hotel reservations, plane tickets, travel insurance;
- Preparing paperwork for business trips, maintaining travel records. Handling petty cash accounting for travel stipends. Preparing necessary foreign currency before trips;
- Setting up conference calls upon request;
- Procuring periodicals and newspapers, tracking that they arrive, and organizing publications in the office;
- Handling mail which arrives and which must be sent from the office;
- Maintaining list of vacation days for all employees.

Accounting preparation & financial matter responsibilities:
- Preparing bank transfers via Internet system;
- Active contact with the accounting company; full preparation of accounting documentation, preparation of lists of revenue and costs at the end of every month, examination of financial reports for accuracy;
- Preparation of final budgets post event for IDC conferences together with conference manager;
- Checking incoming invoices for correctness and that they are in agreement with the underlying contract and that the service was actually delivered;
- Preparation of outgoing invoices in accordance with accounting rules, as discussed with accounting company;
- Management of petty cash, assuming responsibility for petty cash box. Preparation of petty cash report for the accountant on a monthly basis with petty cash receipts as back-up. Paying out petty cash to employees based on legitimate receipts (e.g. taxi costs);
- Preparation and filing of all invoices, preparation for and sending to accounting, explain to accounting company the nature of the invoice;
- On-going monitoring of bank statements;
- Maintaining record of fixed assets in office including computers, office equipment, office furniture, etc.;
- Payment of taxes and duties by the deadlines as stipulated by the accountant;
- Keeping the Managing Director informed of the financial situation of the company on a constant basis (cash in bank, need for cash in near future, etc);

Other responsibilities:

- Responding to requests for information concerning IDC events via phone and email;
- Receiving and recording conference registrations which arrive via email, fax, and mail;
- Sending conference fee invoice to the relevant conference attendees;
- Supporting the work of the conference manager;
- Conference support at the venue: registering attendees, directing hostesses, etc.;
- As time allows, supporting work of analysts: gathering info from the web, following up on research questionnaires sent out, sending mass mails, etc.;
- Maintains conference end users and press database and regularly updates and qualifies records;
- Preparation of badges and compiling attendee tote bags;
- Translates conference related materials (events overview, pre/post event press releases, brochure information etc.);
- Telemarketing.

www.idc.com