Administrative Associate - Level III - General Management

DESCRIPTION

The Administrative Associate - Level III provides high-level administrative support to a team, department, or organizational leader, including executive-level assistance to the Group Vice President - Legal. This role coordinates documents, gathers and inputs data, and manages schedules with limited supervision. The position requires proactive engagement, discretion, and the ability to handle complex administrative duties while supporting strategic and operational objectives.

Key Responsibilities

• Provide comprehensive administrative support by conducting research, preparing statistical reports, and addressing routine to complex information requests.
• Gather, compile, and verify information; enter data accurately into reports, presentations, forms, databases, or spreadsheets.
• Manage data collection, entry, and report generation for departmental activities.
• Prepare correspondence, schedule meetings, arrange conference calls, and receive visitors.
• Coordinate with the Board of Directors, including scheduling and logistical arrangements for Board meetings and Annual General Meetings.
• Support financial administration by preparing vendor and supplier payments, entering requests in accounting systems, and responding to inquiries from accounts payable and payees.
• Document and maintain departmental policies, procedures, and operational guidelines.
• Act as a team member on business improvement projects and process initiatives.
• Serve as an informal resource for colleagues with less experience, providing guidance and support as needed.
• Perform other administrative duties as required by departmental or organizational procedures.

• Action Oriented: Takes on new opportunities and challenges with urgency, energy, and enthusiasm.
• Communicates Effectively: Develops and delivers multi-mode communications tailored to diverse audiences.
• Customer Focus: Builds strong relationships and delivers solutions centered on customer needs.
• Ensures Accountability: Holds self and others accountable for meeting commitments.
• Plans and Aligns: Plans and prioritizes work to meet organizational goals.

• Data Analytics: Extracts meaningful patterns from qualitative and quantitative data using statistics, data validation, visualization, and problem-solving techniques.
• Data Communication and Visualization: Translates business problems, root causes, solutions, and opportunities into visual formats such as dashboards and reports.

• Values diversity and inclusivity, recognizing the benefits of different perspectives and cultures.
• Demonstrates discretion, integrity, and professionalism in all interactions.
• Ability to work independently while supporting team objectives.

• Prior experience in administrative support, executive assistance, or related roles.
• Experience coordinating with senior leadership or boards of directors is highly desirable.
• Proficiency in office systems, databases, and standard productivity software.

• High school diploma, certificate of completion of secondary education, or equivalent experience in lieu of formal education as per regulatory requirements.
• Significant relevant work experience or specialized skills acquired through education, training, or on-the-job experience.