Department Assistant

Responsibilities:

• Organize department meetings and provide meeting support, including preparing meeting rooms, computers, projectors, video conference equipment, and other required materials in advance.
• Manage department correspondence and document circulation, including assigning letter numbers, maintaining correspondence registers, tracking document status, and checking basic information such as company name, project name, date, addressee, letter reference number, and attachments before issuance.
• Assist with organizing department team-building activities, internal events, and other staff activities.
• Handle routine administrative work, including reimbursement, printing, scanning, copying, document stamping/sealing, document delivery, and office supply-related matters.
• Assist the Department Head with daily department management, including meeting notices, schedule coordination, task reminders, follow-up tracking, and maintenance of department trackers or action lists.
• Organize and maintain department documents, records, and archives in both electronic and hard-copy formats.
• Support communication and coordination with other departments on routine administrative matters.
• Assist in maintaining a tidy, organized, and professional working environment for the department.
• Perform other administrative and coordination tasks assigned by the Department Head.

Requirements:

• No specific degree or major requirement.
• No specific work experience requirement; fresh graduates are welcome to apply.
• Able to use English as a working language for daily communication; Russian language ability is preferred.
• Careful, detail-oriented, responsible, and well organized.
• Strong execution and follow-up ability, with a good sense of task ownership.
• Willing to handle routine and administrative support work patiently and consistently.
• Good communication and coordination skills.
• Basic proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and other office tools.
• Good confidentiality awareness when handling department contracts, correspondence, and internal documents.

• Preferred Background:

• Previous experience as an administrative assistant, department assistant, secretary, office assistant, document controller, or similar role is preferred but not mandatory.

Terms of Employment:

• Compensation for food (once time in a working day) according to the Company’s Policy
• Compensation for transportation (once time in a working day) according to the Company’s Policy
• 21 days of annual leave calculated on a calendar day basis
• Payable Sick leaves (only if the requested document is provided)
• Annual bonuses according to performance and company internal regulations
• 5/2 working schedule from 8:30 a.m. to 6:00 p.m.
  
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