Administrative Associate

Description
Job Summary

This position acts as an extension of senior management, ensuring seamless operations, positive customer experiences, and high-quality execution of administrative and coordination activities. The role provides comprehensive support including scheduling, communication management, documentation, data accuracy, and stakeholder coordination. The incumbent serves as a key representative of senior management, facilitating efficient information flow, maintaining confidentiality, and supporting organizational objectives through proactive planning and follow-through.

Key Responsibilities Executive & Administrative Support

• Anticipates senior management needs and expertly manages calendars, schedules, priority conflicts, and meeting requirements.
• Arranges and coordinates domestic and international travel, including travel requests, visa/passport facilitation, and preparation/submission of expense reports.
• Screens and responds to incoming correspondence, inquiries, and phone calls; drafts memos, letters, presentations, and official communication as required.

Operations, Planning & Coordination

• Creates and maintains execution plans for tasks, events, and activities to ensure alignment and milestone tracking.
• Ensures accurate and timely maintenance of reports, dashboards, trackers, documentation, and audit-related records.
• Executes administrative processes (PR/PO, travel requests, logistics coordination, etc.) with precision and adherence to standard procedures.
• Reports required information on a regular cadence (e.g., monthly reports, leadership updates).
• Monitors and approves standard expenditures in alignment with established budgets.

Stakeholder Collaboration & Communication

• Collaborates assertively with multiple internal and external stakeholders to enable alignment and drive expected outcomes.
• Facilitates smooth, timely communication between senior management, employees, leadership, customers, vendors, and external parties.
• Acts as a formal resource and guide to colleagues with lesser experience.

Customer & Team Engagement

• Manages employee/leader queries (calendar conflicts, meeting setups, information flow, etc.) with strong interpersonal skills.
• Works collaboratively as an active team member to ensure overall team deliverables and outcomes are achieved.

Responsibilities
Qualifications

• High school diploma or completion of secondary education required.
• Equivalent relevant experience may be considered in alignment with regulatory requirements.

Core Competencies

• Action Oriented: Takes on challenges with urgency, enthusiasm, and energy.
• Communicates Effectively: Adapts communication style to meet the unique needs of diverse audiences.
• Customer Focus: Builds strong customer relationships and delivers customer-centric service.
• Ensures Accountability: Holds self and others responsible for delivering commitments.
• Plans and Aligns: Prioritizes and aligns activities with organizational goals.
• Data Analytics: Interprets and communicates qualitative and quantitative data to support decision-making.
• Data Visualization: Creates clear visual representations of data using dashboards, reports, and presentations.
• Values Differences: Appreciates and leverages diverse perspectives and cultural backgrounds.

Qualifications
Experience

• Significant work experience in administrative, coordination, or executive support roles.
• In-depth knowledge gained through specialized training or experience supporting senior leadership.
• Strong stakeholder management, communication, planning, and documentation expertise.

Knowledge, Skills & CapabilitiesTechnical & Functional Skills

• High ownership mindset with the ability to drive clarity, structure, alignment, and follow-through.
• Strong planning skills with capability to manage execution plans, cadences, meeting agendas, MoMs, and follow-ups.
• Excellent data accuracy and documentation discipline for audit-readiness.
• Proficiency in MS Office and common business tools.
• Experience managing PR/PO processes, travel workflows, and standard administrative systems.

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