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Administration Assistant
3 weeks ago
**Role Purpose**:
Support the Head of Product Support Office and the Welfare Service Division in daily administration duties and preparation of periodic and as needed reports in support of the organizational objectives.
**Key Responsibilities**:
- Serves as administrative assistant to the Head of Product Support Office by providing or overseeing reception services, scheduling appointments, meetings, maintaining the supervisor’s calendar, preparing and proofreading correspondence, reports, and other documents prepared by the supervisor, organizing and maintaining paper and electronic filing systems, initiating recurring administrative processes, coordinating projects, and assisting in the completion of reports by researching and gathering required information and preparing reports.
- Support the Director and assist the department in the daily project administration tasks.
- Maintain SharePoint Directories, assists with development of presentations and reports to the client and SLT.
- Knowledge of office management systems and procedures
- Assist with periodic review and update of technical documents (e.g., manuals and workflows) and oversee compliance requirements for same.
- Organizing and scheduling appointments with admin software
- Maintain contact lists
- Support the Integrated Control Center (ICC) daily.
- Push for a continuous process improvements and efficiencies.
- Partake in training sessions for project team members and vendors to ensure continual improvement in Incident Management.
- Assist in the collation of weekly/monthly vendor performance reports for deliver to Senior Leadership Team.
- Support the Project Directors at all times.
- Always fulfill all reasonable requests to the best of your abilities.
- Remain competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the Division.
Supports the department by performing all other duties as assigned by the supervisor.
**Requirements**:
**Knowledge, Skills and Experience**:
- Proven track record of experience as an Administration Assistant.
- Proficiency in MS Office Platforms.
- Excellent time management skills and the ability to prioritize work
- Strong organizational skills with the ability to multi-task
- Experience interfacing with Third Party vendors.
- Excellent understanding of project management challenges and working within an Austere Environment.
- Excellent problem solving skills with an ability to provide step-by-step detailed advice and solutions for remedying deficiencies
- Maintain a calm demeanor whilst under pressure.
- Excellent communication skills, both written and oral, with an ability to articulate clearly and concisely issues and proposed risk mitigation or solutions
- Team player with ability to work independently under mínimal supervision
- Ability to work well with a wide range of individuals, personalities and cultures whilst under time constraints.
- Enthusiastic about work with capability to grow within the organization and take on increased responsibility
- Professional maturity and irreproachable integrity are obligatory
English proficiency is required (both written and oral)
**Qualifications**:
Minimum 10 years of experience working in a large corporate or governmental organization as an administrative assistant or similar field.
