Administrative Assistant

Scope of Work

• General administrative Support
• Jointly accountable for management of a shared mailbox; handling stakeholder inquiries and collaborating with your colleagues to deliver a high-quality service.
• Communication (internal / external)
• Meeting and Event Management for internal and external stakeholders
• Including but not limited to large group meetings, peer reviews, town halls, team building events, sundowners, VIP events, community engagements.
• Procurement of office materials and ergonomic equipment, office materials and ergonomic equipment, Merchandise and Catering
• Co-ordinate onboarding / offboarding including internal moves
• Digital Support for Microsoft suite
• Location based building support including but not limited to digital signboards, desk allocations
• Document approvals: Coordinate the flow of all documents for approval / signature, including meeting notes & briefing materials, Director Execution Process.
• Assist team members with travel to site
• Domestic & International travel – assist with complex travel itineraries.
• Support ABU Recognition and Award programs
• Adhoc reporting as required by department
• Document scanning and management as required by department
• Visitor access to facilities
• Green form payments and credit card payments of training courses, external venues, adhoc requirements
• Allocation of accommodation for site-based personnel
• IVMS driver keys

Experience Required

• High attention to detail and confidentiality required due to the sensitive nature of documentation and information that is managed by the Department.
• Excellent written and verbal communication skills as this position will interface with various internal and external stakeholders.
• Able to work autonomously or in a team environment and support the additional team members.
• Adaptable and flexible to last minute changes, requests as well as identifying process improvements for implementation across the Admin Team.
• Proficient in Microsoft Office suite.