Job Summary
We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant with 3–5 years of relevant experience to support the department's administrative and operational functions. The ideal candidate will demonstrate strong multitasking abilities, excellent communication skills, and a solid command of the English language. This role is critical in ensuring the efficient day-to-day operations of the department and supporting the achievement of its strategic objectives.

Responsibilities

Provide comprehensive administrative support to the department head and team.
Handle daily administrative tasks, scheduling, and correspondence, maintain organized filing and documentation systems.
Assist in organizing meetings and events
Manage calendars, schedule meetings, and coordinate appointments.
Assist in the preparation of materials for meetings and presentations.
Formal and prepare minutes of meetings, work instruction, and other quality paper.
Formatting reports, presentations, excel sheets and all projects documentation in alignment with the Organization Standard and Quality Procedures.
Preparing professional reports using Adobe InDesign / Microsoft PowerPoint.
Contribute to process improvements for efficiency
Support onboarding of new staff members including access requests, workspace setup and orientation coordination.
Maintain and update departmental records, files, and databases.
Manage and maintain the department store, equipment, and inventory.
Prepare and distribute internal and external correspondence, including reports and presentations.
Arrange travel and logistics for department staff.
Handle incoming calls and inquiries, directing them as necessary.
Manage and monitor office supplies inventory, ensuring uninterrupted department operations.

Requirements

Bachelor's degree in Business Administration, Management, or a related field.
3-5 years of relevant experience
Strong organizational and multitasking abilities
Detail-oriented, with the ability to work independently and within a team.
Attention to detail and accuracy in documentation
Time management and ability to prioritize tasks
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint)
Proficiency in InDesign is an advantage.
Effective communication skills, both written and verbal
Excellent command of the English language (both written and verbal communication).
Ability to support office operations and administrative processes
Strong problem-solving skills with a proactive approach to tasks.
Discretion in handling confidential information.
Experience supporting senior management or large teams is preferred.