Job Purpose:
The Administration Assistant will oversee schedules, manage communications, and execute various administrative tasks to ensure the department operates efficiently. This role demands exceptional communication skills, proficiency in administrative functions, and the ability to handle multiple priorities in a dynamic, fast-paced setting. The role of an Administration Assistant is vital for the smooth operation of the Department. This position comprehensively supports various departments, particularly assisting the Assistant Vice President/Senior Manager/Manager and Business. As the primary point of contact for administrative tasks, the Administration Assistant ensures that daily operations are managed efficiently and effectively. With a broad range of responsibilities and the need to manage multiple priorities, this role requires a proactive, organized, and adaptable individual. The ability to navigate a fast-paced environment and effectively support the executive team and department will be key to success in this position.
Key Result Areas:
- Oversee employee records, manage Coupa requests, and ERP ordering processes, and generate invoices to ensure accurate processing and enhance operational efficiency.
- Coordinate meetings, prioritize tasks, and facilitate effective stakeholder communication to ensure task alignment, timely completion, and improved communication efficiency.
- Prepare, publish, and maintain comprehensive reports and analyses for management to aid decision-making and strategic planning.
- Update and maintain files, documentation, and databases in compliance with company policies to ensure confidentiality and adherence to regulations.
- Facilitate seamless interdepartmental communication and coordination to support operational planning and execution.
- Provide comprehensive administrative support to enhance departmental efficiency, including managing schedules, coordinating daily operations, and overseeing timekeeping, attendance, and leave schedules.
- Serve as a reliable backup within the department to ensure continuity during peak periods or absences.
- Handle inquiries and correspondence, providing excellent customer service to internal and external clients.
- Assist in organizing Company events, meetings, and conferences, including booking venues, arranging catering, and preparing materials.
Knowledge, Skills & Minimum Experience:
Education Qualification:
- Higher Diploma Certification.
Work Experience:
- Minimum 3 years of administrative experience preferably within the hospitality or airline industry supporting senior management.
Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to handle confidential information with discretion.
- Attention to detail and accuracy in work.
- Ability to work independently and as part of a team.
* Ability to work under pressure and meet tight deadlines.
