Admin Assistant

Job overview:

To support the Study Abroad team by managing the day-to-day operations of the office, ensuring smooth office functioning, and handling general administrative activities. This includes welcoming visitors, coordinating travel, handling communications and contributing to a positive and productive office environment.

Please note: We are looking for the successful candidate to begin at the end of October 2025, to ensure a smooth transition and onboarding process.

You’re perfect for this position if you:

• Have strong administrative and organisational skills, with the ability to handle basic budgeting and expense reconciliation
• Are proficient in Microsoft Office or similar software
• Communicate clearly and professionally via phone and email
• Bring experience in office administration, facilities coordination or supporting a study-abroad or travel-focused team (a plus)
• Are professional, approachable and customer-service oriented
• Are detail-oriented, able to multitask and comfortable managing competing priorities
• Are proactive, resourceful and able to work both independently and collaboratively
• Are reliable and exercise discretion when handling confidential information

Your role and responsibilities:

Among other tasks, your main responsibilities will include:

• Greeting and assisting visitors, ensuring a welcoming experience
• Managing scheduling, booking appointments and preventing conflicts
• Arranging travel, including flights, transportation, hotels and restaurants as needed
• Screening phone calls and routing inquiries to the appropriate departments or individuals
• Generating reports, transcribing meeting minutes, conducting research and preparing presentations
• Maintaining professional communication via telephone and email
• Liaising with suppliers, managing office supplies and maintaining vendor contact lists
• Coordinating logistics with external vendors and managing expense reports
• Supporting budgeting, bookkeeping, payroll processing and government filings as required
• Supervising cleaning staff and ensuring the office remains organised and maintained
• Coordinating office space planning, maintenance, renovations and repairs with vendors
• Performing asset audits and maintaining accurate records
• Managing inventory for employee devices, including shipping, tracking and distribution
• Supporting new hire onboarding processes