Administrative Assistant

Job Summary

The Administrative Assistant provides essential day-to-day administrative and clerical support to assigned team members and contributes to the efficient and smooth operation of the office. The role coordinates schedules, meetings, conference calls, travel arrangements, materials, data entry, and expense reporting while responding to information requests and completing general administrative tasks. It prepares correspondence, agendas, minutes, event programs, reports, memoranda, and presentations in accurate paper or electronic formats. The position also delivers professional customer service to visitors, maintains organized electronic folders and records, and handles correspondence, calls, queries, and documents confidentially to support traceability and business continuity. 

Job Responsibilities 1

Administrative Team Support

• Provide day-to-day administrative support to assigned team members by completing general administrative tasks accurately.

• Assist with the coordination of the operational requirements of assigned team members.

Scheduling and Meeting Coordination

• Manage schedules and arrange meetings and conference calls.

• Coordinate meeting logistics and prepare the materials required to support organized and timely discussions.

Travel and Expense Administration

• Make travel arrangements for assigned team members.

• Process expense reports, ensuring that the required information and supporting documentation are prepared and handled appropriately.

Data Entry and Information Support

• Perform accurate data entry.

• Respond to information requests by organizing and providing the administrative information required by assigned team members.

Professional Customer Service

• Always remain professional and approachable and provide excellent customer service to visitors.

• Represent the organization positively to support its internal and external brand image.

Document Preparation

• Prepare correspondence, agendas, minutes, event programs, reports, and other required documents to communicate information.

• Maintain accurate documentation in paper or electronic format.

Electronic Folder Management

• Upload documents to the correct folders.

• Manage the overall organization of electronic files so that information remains properly classified, accessible, and easy to retrieve.

Correspondence and Query Control

• Distribute and record correspondence, calls, and queries confidentially and accurately.

• File correspondence, calls, and queries to maintain efficient traceability of all documents handled in the direct supervisor’s office.

Reports, Memos, and Presentations

• Collate data and prepare professional reports, memoranda, and presentations as requested by the supervisor.

• Ensure completion within the established timeframe and with minimal errors.

Document Filing and Business Continuity

• Record, monitor, maintain, and file organizational documents properly to support effective document control.

• Support reliable information retrieval and business continuity at all times.

Job Responsibilities 2

Additional Responsibilities 3

Job Knowledge & Skills

• Office Administration: Demonstrates practical knowledge of office administration and the ability to complete general clerical and administrative support activities efficiently.

• Correspondence Preparation: Applies the knowledge required to handle and prepare correspondence, reports, memoranda, agendas, minutes, and other administrative documents accurately.

• English Communication: Communicates clearly and professionally in oral and written English when supporting team members, responding to requests, and assisting visitors.

• Microsoft Office Applications: Uses computer office applications and programs proficiently, including Microsoft Excel and Microsoft Word, to prepare, organize, and maintain administrative information.

• ERP and SAP Knowledge: Demonstrates working knowledge of ERP systems, with SAP functional skills preferred to support effective administrative processing and information management.

Job Experience

• Overall Working Experience: A minimum of 3 years of overall working experience is required, providing exposure to office administration, clerical activities, correspondence, documentation, scheduling, and general organizational support.

• Relevant Functional Experience: At least 2 years of relevant working experience is required in administration or a related support function, including experience in preparing documents, organizing records, coordinating meetings, and supporting assigned team members.

• GCC Experience: A minimum of 2 years of GCC working experience is considered an advantage, providing useful exposure to administrative practices and business requirements within the regional working environment.

Competencies

Education