What are the responsibilities and job description for the Executive Assistant / Virtual Office Manager position at Fireminds Operations Limited?
ATN International: A leading provider of Communication, Infrastructure and Services.
Fireminds: Fireminds is a subsidiary of ATNi who own the centralized B2B strategy for the international markets. Fireminds specializes in the end-to-end delivery of complex managed technology solutions, tailored, and productized for the ATNi Telco markets (Alaska, Guyana, Bermuda, Cayman and USVI) and select non-ATNi international markets in the Caribbean and LATAM.
Vision: Become the premium partner of choice for Enterprise, Government & Businesses in the markets we choose to operate by 2026.
Mission: Transform the way we sell, deliver, and provide integrated business solutions and connectivity services to our customers in all ATN international markets.
Functions and Tasks:
- Support the CEO and leadership team with the execution of their duties
- Assume full responsibility for on-boarding process, office set-up and office supplies.
- Prepare, distribute, file and maintain documents, such as proposals, contracts, or any other material.
- Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
- Maintain scheduling and event calendars for the Senior Management and Sales Team.
- Open, read, route, and distribute incoming mail, email, or other materials and answer routine inquiries.
- Ensure that all documentation needed to onboard a new customer is complete and accurate.
- Mail or email newsletters, promotional material, or other information to customers.
- Order and dispense supplies and work with the Procurement Area to negotiate the best agreements with vendors, and research for the best deals and new products.
- Arrange and coordinate conferences, meetings, or special events such as site visits or customer appreciation events.
- Arrange travel reservations for all employees, when needed.
- Expense management for Senior Management, including entry and reconciliation with credit records.
- Build cross-functional relationships between departments.
Relationship Management:
- Internal – All departments
- External – Customers, Providers, Vendors
Qualifications:
- Bachelor’s Degree in business administration or 5 plus years’ experience as Office Manager or Executive assistant.
- Strong organizational and planning skills. Able to prioritize between multiple projects or tasks.
- Ability to work effectively with minimal supervision.
- Excellent verbal, written, and interpersonal skills.
- Must be excellent in Outlook, Excel, PowerPoint and Word.
- Customer service driven.
- Self-starter, creative, positive, innovative, everything is possible mindset.
- Have fun at work and help others do the same.
