Administration Coordinator

Responsibilities / Duties :

Administrative

• Provide 1 : 1 administrative support at a senior level; to include sophisticated and complex calendar management, domestic and international travel bookings, expenses management.
• Independently and pro-actively resolve issues and challenges relating to administrative requests and calendar conflicts.
• Facilitates smooth communications between executive and other internal and external collaborators.
• Lead the practical arrangements and contribute to the preparations of internal and external meetings and team engagements.
• Manage logistics (project team calendar, scheduling, room bookings, meeting minutes, agendas, action logs, forward agendas, distribution lists)
• Lead and coordinate logistics relating to virtual and face to face meetings.
• Information management for team access (SharePoint management, storing of minutes, presentations, file structure) training teams on usage and making process improvements.
• Provide specialist project administrative support to leaders and department, as required.
• Effectively lead special projects and other duties as assigned.

Team

• Work collaboratively with our BPO to deliver initiatives that create engagement & wellbeing for the team.
• Participate in and contribute to knowledge sharing and training.
• Participate in and contribute to administrative continuous improvement activities.
• Provide guidance / coaching and mentoring to colleagues where required.
• Support and contribute to creating a high performing team, facilitating good cross-team collaboration.

Desired Competencies :

• Advanced proficiency in Microsoft Office Suite, including extensive calendar management in Outlook and data management in Excel.
• Demonstrated proficiency with a variety of virtual meeting technologies, information management software, and Microsoft products.
• Customer Focus : Dedicated to meeting the expectations and requirements of internal and external customers.
• Process Management : Refining processes vital to delivering strategic priorities; knows how to organize people and activities;
• understands how to separate and combine tasks into efficient workflow; can see opportunities for harmony and integration;

can simplify complex processes; and efficiently utilizes available resources.

Time Management : Uses their time effectively; values time; independently prioritizes competing deadlines to focus energies on business-critical tasks;

can attend to a broader range of activities.

Written Communications : Able to write clearly and succinctly in a variety of communication settings and styles.

Essential Requirements :

• 5+ years of experience in an administrative role supporting complex projects
• High School Diploma required, Bachelor Degree preferred
• Extensive calendar management using Microsoft Outlook
• Prior experience supporting multiple functional leaders
• Excellent verbal and written communication skills
• Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
• Proactive approach with the ability to manage and prioritize multiple requests simultaneously and effectively
• Demonstrate attention to detail, working to consistently deliver to a high standard
• Strong organizational, forward-planning and stakeholder management skills
• Solid relationship-building skills to develop networks both within the company and externally
• Track record of handling and resolving challenges quickly and efficiently, with flexibility to adapt to changing situations
• Demonstrated ability to effectively work in a global environment balancing competing priorities.
• Able to prioritize time sensitive assignments.
• Should be able to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team.
• Able to demonstrate tact, persuasion and / or negotiation and maintain confidentiality with executives and employees at all levels.
23 days ago