Administrative Associate - Level III - GENERAL MANAGEMENT

Job Summary

The Administrative Associate - Level III provides advanced administrative and operational support to a team, department, or organizational leader. This role is responsible for coordinating documentation, managing data, supporting reporting activities, and ensuring smooth day-to-day administrative operations with limited supervision. The position requires strong organizational, communication, and data handling skills, along with the ability to manage multiple priorities efficiently.

Key Responsibilities

Administrative & Operational Support

• Provide administrative support including research, report preparation, and handling information requests
• Prepare correspondence, presentations, and departmental documents
• Coordinate meetings, manage calendars, arrange conference calls, and support visitor management
• Respond to or route internal and external inquiries accurately and promptly

• Collect, compile, verify, and enter data into reports, presentations, and systems
• Maintain databases, spreadsheets, and documentation with high accuracy
• Generate reports and support data-driven insights for departmental activities
• Apply basic data analysis and visualization techniques where required

• Prepare and process documentation for vendor and supplier payments
• Submit payment requests in accounting systems and track status
• Respond to queries from accounts payable teams and vendors

• Document and maintain departmental policies, procedures, and records
• Ensure compliance with organizational processes and data management standards
• Maintain confidentiality and accuracy of sensitive information

• Participate in departmental projects and business improvement initiatives
• Support execution of administrative processes to enhance efficiency
• Identify opportunities to improve workflows and administrative effectiveness

• Act as an informal resource and support for less experienced colleagues
• Collaborate with cross-functional teams to ensure smooth operations
• Support leaders and teams in achieving business objectives

• Action Oriented - Takes initiative and handles tasks with urgency
• Communicates Effectively - Delivers clear and professional communication
• Customer Focus - Provides responsive support to internal and external stakeholders
• Ensures Accountability - Meets commitments with accuracy and reliability
• Plans and Aligns - Organizes and prioritizes work effectively
• Values Differences - Embraces diverse perspectives and collaboration

• Data Analytics
• Data Communication and Visualization
• Administrative Process Management
• Documentation and Record Management
• Stakeholder Coordination

• High school diploma or equivalent required
• Bachelor's degree in Business Administration, Management, or related field (preferred)
• May require licensing for export control or regulatory compliance

• Strong administrative and organizational skills
• Proficiency in Microsoft Office tools (Excel, PowerPoint, Word)
• Data entry, reporting, and basic data analysis capability
• Strong written and verbal communication skills
• Attention to detail and accuracy in documentation
• Ability to manage multiple tasks and priorities effectively
• Problem-solving and coordination skills
• Ability to handle confidential information with discretion

• Significant relevant administrative or operational support experience
• Experience in handling data, reports, and documentation
• Experience supporting leadership teams or departments preferred
• Exposure to financial processes (e.g., vendor payments, invoice handling) is advantageous

• Role will support administrative and coordination activities for EBU Segment Quality Leader and EBU Segment HR Leader
• Proven ability to manage stakeholder interactions and support senior leadership
• Strong capability in handling confidential and sensitive business information