Administration Officer

PRINCIPAL DUTIES AND RESPONSIBILITIES

•  This position is accountable for the following end results:   
• Completes a broad variety of administrative tasks including: calendar management; expense reports, composing and preparing correspondence with extreme confidentiality; Leave and R & R Roster, arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings, Pool Cars Administration, Timely submittal of Timesheets, follow-up with Material Management any material shortages and ETA dates,
• Plans, coordinates and ensure that the Manager’s schedule is followed and respected.
• Prioritizes conflicting needs; handle matters expeditiously, proactively, and follow-up on progress of projects to successful completion, often with deadline pressures.
• Works closely and effectively with the Manager to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the Manager's ability to effectively perform his tasks.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Maintains discretion and confidentiality in relationships with all stake holders.
• Assists in coordinating the agenda of  management team meetings and off-sites, and all- staff meetings
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of management meetings and all- staff meetings.
• Facilitates cross-divisional coordination of travel plans.
• Assist in offer rolling up process & successful onboarding of new hires.
• Responsible for efficient filing and management of records.
• Liaise with site admins to perform day-to-day administrative HR operations tasks such as maintaining the required paperwork and database management.
• Support all ad-hoc activities such as preparing letters & reports.

EDUCATION AND EXPERIENCE

• Bachelor’s degree preferred or equivalent combination of education and at least 5 years progressive experience with excellent professional record.
• Minimum 5 years professional experience, performing variety of administrative functions, which includes drafting management reports, presentations, data handling & analysis, calendar management and travel arrangements.
• Having handled at least 2 years of Executive Secretarial position.
• Excellent ability to communicate both oral and written.
• High Proficiency in MS Office Applications. MS Word, Excel, PowerPoint, Outlook, etc.
• Excellent time management and organizational skills.
• Ability to solve complex tasks and present credible solutions with strong decision-making capability.
• Forward thinker with ability to achieve high performance goals, results oriented.
• Strong inter-personal skills and ability to build relationships with stakeholders, staff and external key partners.
• Highly resourceful and an excellent team player.