Administrative Assistant

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Administrative & Process Optimization Specialist

Key Responsibilities

Administrative Management

• Oversee daily office operations, including facilities management, scheduling, and coordination of office supplies and resources.
• Implement and manage administrative systems to streamline workflows, reduce inefficiencies, and enhance productivity.
• Manage compliance with company policies, procedures, and relevant regulations.

Executive Support

• Provide direct assistance to the

  CEO and COO

  , including scheduling, preparing reports, and ensuring smooth execution of executive priorities.
• Support leadership with data-driven insights, analytics, and process improvements that align with company objectives.

Process Optimization

• Analyze current office workflows and administrative processes, identifying areas for improvement.
• Apply industrial engineering principles to design and implement efficient systems for resource allocation, time management, and process standardization.
• Develop dashboards, flowcharts, and data visualization tools to monitor and improve workflows.
• Monitor key performance indicators (KPIs) and metrics to evaluate the effectiveness of administrative functions.

Project Management

• Lead or contribute to cross-departmental projects focused on operational improvements and cost-saving initiatives.
• Organize and maintain project tracking systems (e.g., Monday.com board) to ensure clear visibility of progress, accountability, and deadlines.
• Document processes and create training materials to ensure consistent execution of tasks.

Communication and Reporting

• Act as the primary point of contact for office-related communications, vendors, and service providers.
• Prepare detailed reports, analytics dashboards, and presentations for senior management on operational performance and project outcomes.
• Create and maintain structured databases, ensuring accuracy in reporting and decision-making support.

Qualifications

• Bachelor’s degree in Industrial Engineering, Business Administration, or a related field.
• 2+ years of experience in industrial engineering, administrative management, or a similar role.
• Strong analytical and problem-solving skills, with proficiency in process improvement methodologies.
• Proven experience in organizing and managing project tracking tools such as Monday.com or similar platforms.
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, data analysis) and strong skills in data management and reporting.
• Ability to design flowcharts, process maps, and visual reports to support operational decision-making.
• Experience assisting or directly supporting senior leadership (CEO, COO, or equivalent executives).
• Excellent organizational and time management skills, with the ability to multitask effectively.
• Exceptional interpersonal and communication skills, with experience leading and managing teams.

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