Administrative Assistant

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.