Administrative Assistant

A well-established global tech company is seeking a dynamic Department Administrative Assistant to join our team and support one of our divisions.

You will Collaborate closely with a C Level manager, providing high-level administrative support and ensuring seamless operations.

The Department Administrative Assistant plays a critical role in supporting the efficient functioning of the department by providing administrative support to ensure smooth operations. This role involves handling various tasks including scheduling, correspondence, data management, and facilitating communication within the department and with external stakeholders. The ideal candidate should possess excellent organizational skills, attention to detail, and proficiency in administrative tasks.

Responsibilities

• Manage the division manager's calendar, including scheduling appointments, coordinating travel arrangements, and responding to meeting requests.
• Coordinate meetings with multiple participants within the division, ensuring efficient logistics and communication.
• Handle administrative tasks such as opening Purchase Requests (PR), Purchase Orders (PO), and Goods Receipts (MIGO).
• Office Management: Maintain office supplies inventory and place orders as needed.
• Coordinate with facilities management room allocation, office repairs, maintenance, and other facilities-related issues.
• Assist in organizing departmental events, workshops, offsites, and training sessions.
• Support employee special events and order needed items per event– birthdays, sick leave, etc.
• Manage subcontractor onboarding and data management.
• Assist in the execution of special department projects and initiatives.
• Communicate important divisional events and updates to team members through email circulation.
• Distribute birthday treats and other tokens of appreciation to division members.
• Data Management- assist in compiling and organizing data for reports, presentations, subcontractor lists, and other departmental needs. Upload documents as needed

Qualifications

• Experience in an administrative role is a must.
• Bachelor's degree in Business Administration or related field.
• Proficiency in English (speaking, reading, and writing).
• Ability to work full-time and willingness to work flexible hours as needed.
• Highly organized, detail-oriented, and discreet.
• Strong problem-solving skills and ability to work independently.
• Previous experience in an administrative role is preferred.