Officer Admin & Guest Relations

Role & responsibilities

Officer Admin & Guest Relations will be overall responsible for front office management and providing administrative support. S/He will assist and coordinate for activities related to smooth and quality delivery of IMMAST Educational activities. This includes coordination with the internal teams and external partners/vendors. S/He will provide all the documentation and data entry support required for preparing and maintaining various records for IMMAST Educational activities.

Assisting in the below functions:

• Front Office Management & Guest Hospitality:
• Office Management & Guest Hospitality: Ensure guest hospitality and oversee office operations, including ordering supplies, Inventory management, managing vendor relationships, maintaining office equipment.
• Handling Front desk Communication and Coordination
• Hospitality of faculty, participants, and guests
• Handle/Assist in Facility Management Activities as are assigned.
• Handle Travel and Stay arrangements.
• Course & Faculty Management:
• Course Management: Maintain course calendar, support in the participant management activities as delegated.
• Faculty Management: Assist in faculty management activities as assigned
• Filing and Data Management: Maintain organized filing systems for documents and records, both physical and digital, ensuring easy access and confidentiality.
• Meeting Coordination: Collaborate with other administrative staff to coordinate larger meetings or events, providing support as necessary.
• Prepare and maintain course-related data, documentation, and periodic reports.
• Finance & Record maintenance:
• Filing and Data Management: Maintain organized filing systems for documents and records, both physical and digital, ensuring easy access and confidentiality.
• Maintaining and supporting the documentation of the finance documents as assigned
• Ensuring Compliance with Quality standards and Finance protocols
• Assistance to the VP, IMMAST
• Scheduling meetings, appointments, drafting responses with timely follow-up, logistics for meetings, including meeting presentation, room bookings, agenda preparation, organize travel itineraries, accommodations and transportation.
• Any other task as may be assigned.

Preferred candidate profile

Experience in multitasking and handling guest relations, travel, admin, facility in a service providing organization would be an added advantage