Administrative Assistant

The Administration Associate plays a critical role in supporting the Project Delivery Group by providing high-level administrative, clerical, and coordination support. The position is responsible for managing executive schedules, handling communications, preparing reports, and ensuring the efficient flow of administrative tasks to facilitate seamless project execution.

The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

Executive & Administrative Support

• Manage and coordinate executive schedules, appointments, and travel arrangements, ensuring efficiency and prioritization of key engagements.
• Organize and facilitate conferences, meetings, and business events, ensuring that logistics, documentation, and materials are well-prepared.
• Handle calendar management to optimize scheduling and prevent conflicts.
• Serve as the primary point of contact for internal and external stakeholders, handling inquiries and routing requests appropriately.

Communication & Correspondence Management

• Answer and screen calls, emails, and inquiries, ensuring they are directed to the appropriate executives or departments.
• Draft, review, and distribute official memos, letters, and other correspondence.

• Open, sort, and distribute incoming and outgoing correspondence (email, documents, and packages) to the correct recipients in a timely manner.

Document Preparation & Report Generation

• Prepare reports, presentations, and business documents by collecting, analyzing, and consolidating relevant information.
• Maintain accurate records and documentation, ensuring that confidential and critical documents are properly filed and accessible.
• Assist in data entry, tracking, and updating of project-related documents and reports.

Office Coordination & Process Support

• Support the procurement and inventory of office supplies, materials, and equipment, ensuring the efficient operation of administrative functions.
• Assist in budget tracking and expense management for administrative costs within the department.
• Ensure proper coordination with different teams, departments, and external partners to facilitate smooth operations.
• Maintain and update internal databases and project records to support decision-making and project monitoring.