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.
