Administrative Assistant, Special Projects

Role overview

Administrative duties

• Provide day-to-day administrative support.
• Manage calendars and coordinate complex meetings with executives, assistants, consultants, agencies, and suppliers.
• Handle incoming and outgoing electronic communications and route urgent information or action points.
• Liaise between the team and operational or relevant departments.
• Maintain current contact lists and the department’s personnel filing system.

Meetings and follow-up

• Organize meetings, conference calls, and presentations for internal and external customers.
• Prepare meeting materials, reports, and correspondence before scheduled meetings and calls.
• Prepare meeting notes and action plan lists as required.
• Maintain a task list for follow-up by the VP of Special Projects.

Travel and executive support

• Arrange travel schedules, reservations, visa requirements, and other travel-related arrangements.
• Prepare travel, arrival requirements, agendas, meetings, and related items for executives arriving from overseas offices.
• Organize reimbursement, entertainment, compensation, room upgrade, and similar forms.

Office and project operations

• Coordinate with IT personnel to keep computers, telephones, and other IT equipment maintained and operational.
• Prioritize multiple projects and follow through on issues in a timely manner.
• Raise purchase orders, submit payments to finance, track Capex, and manage reallocations.
• Support contractors and consultants by arranging permits and site access.
• Ensure departmental reports are completed and submitted on time and obtain required approvals.

Qualifications

• University degree.
• At least 3 years of relevant experience.
• Ability to maintain a high level of confidentiality.
• Good command of spoken and written English.
• Superior administrative, organizational, and time-management skills.
• Meticulous attention to detail and computer skills.