Administrative Associate
2 months ago
DESCRIPTION
Key Responsibilities:
Primary Point of Contact: Act as the main contact for leaders' direct reports, team members, other employees, clients, and external guests.
Information Flow Management: Handle and ensure the accuracy and timeliness of information flow.
Event Coordination: Organize and manage internal and external events, including preparing agendas and arranging catering services as needed.
Travel and Accommodation: Make and coordinate travel arrangements, including raising and approving travel requests and managing accommodations.
Documentation and Reporting: Prepare and submit expense reports, and assist in creating documents, presentations, and reports. Maintain departmental policies and procedures.
Meeting Coordination: Assist in scheduling and setting up 1:1 meetings with ILT and other leaders. Coordinate with other EAs for meeting arrangements.
Communication Management: Manage communication with internal and external executives, including handling routine inquiries and documentation for payments.
Office Management: Oversee clerical tasks and act as an office manager, including managing office materials and vendor payments.
Data Management: Compile and analyze data, prepare reports, and contribute to business improvement projects.
Event Registration: Register for internal and external events, town halls, and other relevant activities.
RESPONSIBILITIES
Competencies:
Competencies:
Action Oriented: Proactive in addressing new opportunities and challenges with high energy and enthusiasm.
Effective Communication: Ability to convey clear understanding through various communication modes.
Customer Focus: Building and maintaining strong customer relationships and delivering solutions that meet their needs.
Accountability: Holding oneself and others accountable to meet commitments.
Planning and Alignment: Effectively planning and prioritizing work to align with organizational goals.
Data Analytics and Communication: Ability to interpret and communicate data effectively, and present insights through visualization.
Education, Licenses, Certifications: High school diploma or equivalent educational background. Experience: Some work experience or intermediate level knowledge gained through education, training, or on-the-job experience.
QUALIFICATIONS
Key Responsibilities:
Act as a leaders point of contact for their direct reportees, team members, other employees, clients, and all external guests.
Handle the information flow in a timely and accurate manner.
Send birthday and work anniversary e-wishes on behalf of the leaders and coordinate with HR for any recognition related to work anniversaries.
Assist in setting up 1:1 meetings with ILT and other leaders.
Coordinate with other EAs for setting up meetings with other leaders and work proactively when schedules change to improve effectiveness.
Make travel and accommodation arrangements, including raising TR, getting it approved, and coordinating with travel vendors for domestic and international travel.
Prepare agendas related to travels and share them with the leaders.
Prepare timely weekly, quarterly, and monthly expense reports.
Oversee other clerical work as required and act as an office manager.
Create formats for emails, presentations, and reports if required, maintaining professionalism and strict confidentiality.
Note down important points discussed in meetings.
Organize team communications and plan events, both internal and off-site.
Manage communication with employees by liaising with internal and external executives on various projects and tasks.
Raise PO for events and other official requirements.
Coordinate and follow up with vendors on office materials for respective managers and their teams.
Complete the vendors payment process through GRR.
Arrange catering services for office events or meetings as needed.
Prepare agendas for staff meetings on a monthly/quarterly basis.
Collaborate with the IT department on implementing software updates or new applications to improve administrative tasks efficiency.
Help the team whenever or wherever required and extend support to other department members/EAs.
Continuously improve job knowledge by attending relevant training sessions or workshops.
Coordinate with individuals to compile data as required for respective leaders team members.
Act as the SPOC for leaders to share project data on a quarterly basis for ABO EBU recognitions.
Register for different events, town halls internally and externally on behalf of the leaders.
* Qualifications and Competencies
Qualifications:
High school diploma or certificate of completion of secondary education or equivalent experience to the extent such experience meets applicable regulations.Competencies:
Action Oriented : Taking on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Communicates Effectively : Developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Customer Focus : Building strong customer relationships and delivering customer-centric solutions.
Ensures Accountability : Holding self and others accountable to meet commitments.
Plans and Aligns : Planning and prioritizing work to meet commitments aligned with organizational goals.
Data Analytics : Discovering, interpreting, and communicating qualitative and quantitative data to determine conclusions and enable data-driven business decisions.
Data Communication and Visualization : Constructing a narrative of the business problem, root cause, solution options, and opportunities through data visualization, including reports and dashboards.
Values Differences : Recognizing the value that different perspectives and cultures bring to an organization.
* Qualifications for Internal Candidates
Skills and Experience:
Requires some work experience or intermediate level knowledge obtained through education, training, or on-the-job experience.
Ability to support 3 EBU Leaders as an Executive Assistant.
Proficiency in conducting research, preparing statistical reports, and addressing routine information requests.
Experience in gathering, compiling, and verifying information for documents and office systems.
Skills in data collection, data entry, and report generation.
Ability to prepare correspondence, receive visitors, arrange conference calls, and schedule meetings.
Experience in responding to routine inquiries and preparing documentation for payments.
Proficiency in documenting and maintaining departmental policies and procedures.
Ability to participate in business improvement assignments and projects.
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