Administrative Associate - Level I - General Management

Job description

**Job Summary** The Administrative Associate – Level I provides administrative and operational support to an office, department, business unit, or organizational team by following established procedures and guidelines. This role supports day-to-day administrative activities, communication coordination, scheduling, documentation management, and office operations while ensuring accuracy, professionalism, and timely execution of tasks. **Key Responsibilities** - Answer and manage telephone calls, screen inquiries, and take messages while ensuring professional and courteous communication. - Prepare, transcribe, format, proofread, and maintain business documents such as correspondence, reports, presentations, invoices, meeting minutes, and contracts. - Coordinate internal and external meetings, including scheduling, travel arrangements, and meeting logistics. - Manage calendars, appointments, and schedules for team members and stakeholders. - Operate and maintain office equipment such as printers, photocopiers, and fax machines. - Support daily office administration activities including filing, document management, mail distribution, and inventory/office supply tracking. - Ensure administrative tasks are completed accurately, efficiently, and within established timelines. - Support employee engagement initiatives and organizational events as required. - Coordinate activities and events in collaboration with HR and cross-functional teams. **Core Competencies** - **Action Oriented:** Demonstrates initiative and responsiveness in handling tasks and challenges. - **Communication:** Communicates clearly and professionally with internal and external stakeholders. - **Customer Focus:** Builds positive relationships and delivers responsive administrative support. - **Accountability:** Takes ownership of responsibilities and ensures commitments are met. - **Planning & Organization:** Effectively prioritizes and manages multiple administrative activities. - **Data Analytics:** Supports interpretation and communication of qualitative and quantitative information for business insights. - **Data Communication & Visualization:** Assists in preparing reports, dashboards, and presentations to support decision-making. - **Collaboration:** Works effectively with cross-functional teams and stakeholders. - **Inclusion & Diversity:** Values diverse perspectives and contributes to an inclusive workplace culture. **Qualifications** - High school diploma, secondary education certificate, or equivalent experience required. - Additional administrative, business, or office management certifications are an advantage. **Experience** - Minimal or no prior work experience required. - Internship or prior exposure to office administration or customer support environments is an advantage. **Skills** - Proficiency in Microsoft Office tools including Word, Excel, PowerPoint, and Outlook. - Strong verbal and written communication skills. - Good organizational and time management abilities. - Attention to detail and accuracy in documentation and reporting. - Ability to coordinate meetings, schedules, and travel arrangements effectively. - Basic analytical and reporting skills. - Ability to multitask and work in a fast-paced environment. - Professional interpersonal and stakeholder management skills. **Additional Requirements for Internal Candidates** - Experience partnering with HR teams to support employee engagement initiatives. - Ability to coordinate EEEC events in collaboration with the Corporate Responsibility (CR) team. - Strong coordination and stakeholder management capabilities