Job Summary:
The Administrative Assistant enhances the effectiveness of the Business Excellence function and broader RSO operations by providing high‑level administrative, scheduling, communication, and information‑management support. Operating with minimal supervision, the role independently supports multiple teams and functions, ensuring efficient coordination, consistent documentation, and seamless execution of operational processes.
Duties include but are not limited to:
Provides secretarial/administrative support directly to executives, exercising confidentiality, tact and diplomacy.
Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and inquiries.
Receives, screens and directs incoming calls, visitors, mail and email, prioritizing for action or communicating key messages or responses.
Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses (reimbursements & liquidations).
Participates in the development and implementation of secretarial standards, policies and practices for the organization.
Visitor hosting and coordination for business and account representation – booking meeting rooms/temporary offices for stakeholders/BU, VIP set up, assist in hotel accommodation, and ground transportation and creation of agenda to match business priorities.
Provide assistance in onboarding new Senior Leaders – make sure that all equipment needed are provided, schedule meet & greets with key executives, team members and stakeholders.
Organize events, including team meetings, conferences, team buildings, etc.
Accountabilities:
The Administrative Assistant will be responsible of the following:
A. Executive & Administrative Support
Provide confidential administrative and coordination support to teams and leaders.
Prepare standardized documents including correspondence, presentations, reports, agendas, and minutes using MS Office tools.
Maintain accurate and auditable files, records, and documentation repositories.
B. Calendar & Schedule Management
Coordinate shared calendars across teams and business units.
Manage travel arrangements, itineraries, and expense‑related processing.
C. Communication & Information Coordination
Manage communication flow between stakeholders; summarize reports and key messages.
Prepare and proofread communications.
Coordinate with internal and external contacts.
D. Meeting, Event & Governance Support
Lead coordination of meetings, governance forums, workshops, and logistics.
Prepare agendas, document minutes, and track action items.
Assist in event organization.
E. Process Excellence & Documentation
Maintain and update document management systems.
Support continuous improvement initiatives.
F. Office & Operational Coordination
Ensure smooth office coordination including supplies, logistics, venue bookings, and stakeholder support.
Serve as Point of Contact for the Seat Utilization Plan.
Qualifications:
Bachelor’s degree holder
Proficiency in Outlook, MS Excel, Word, and PowerPoint (MS Office)
3-5 years of experience in an administrative, operations, or shared services environment
Strong written and verbal communication skills with strong stakeholder management and presentation skills
Strong organizational and workload prioritization skills across multiple requests, high attention to detail, and analytical skills
Ability to work in a fast-paced, service-oriented environment
Ability to work independently, with limited supervision, whilst participating fully as a member of the Automation team
Flexible and dynamic personality
Ability to rapidly grasp processes and identify potential automation solutions.
Willingness to learn and become an expert in automation and other Intelligent.
A team player that is willing to learn and adapt in a high pace delivery environment.
Point of contact for the seat utilization plan.
For internal candidates:
Must be in current role for 1 year
Must not have received any Disciplinary Action within the past 12 months
Must not have any Attendance and Punctuality issues in the past 12 months
Must not be enrolled in any Performance Improvement Plan (PIP) for the last 12 months
Must have a Successful or above rating in the last Enabling Performance cycle
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