Administrative Assistant

Position Overview

The Administrative Assistant will provide high-level administrative and operational support to the IT Site Leader and the broader IT team. This role requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to handle sensitive information professionally. The ideal candidate will be proactive, resourceful, and comfortable working in a fast-paced IT environment supporting cross-functional and global teams.

Key Responsibilities

Administrative & Office Support

• Manage calendars, schedule meetings, and coordinate appointments for the IT Site Leader.

• Organize on-site and virtual meetings, workshops, and IT governance reviews.

• Handle travel arrangements, expense reports, and reimbursement documentation.

Communication & Coordination

• Act as a liaison between internal teams, vendors, partners, and leadership.

• Prepare meeting agendas, take minutes, track action items, and ensure timely follow-up.

• Coordinate communications between local teams and global IT offices.

Documentation & Reporting

• Maintain records, contracts, and documentation in accordance with IT compliance standards.

• Assist with preparation of presentations, reports, dashboards, and project updates.

• Support procurement-related paperwork, vendor quotations, and purchase requests.

IT Operations & Site Support

• Track operational activities such as audits, compliance deadlines, incident reports, and IT initiatives.

• Support IT events, town halls, training sessions, and knowledge-sharing initiatives.

Workplace & Logistics Planning

• Manage workspace seating allocation for employees, contractors, and visitors in partnership with Facilities and HR.

• Track capacity planning and support space planning for organizational growth and team movements.

• Coordinate and manage offsites, team outings, celebrations, employee engagement activities, and milestone events.

• Arrange hospitality, logistics, and scheduling for executive or leadership visits, including travel, agendas, onsite support, and follow-up coordination.

Vendor & Facilities Coordination

• Liaise with facilities, HR, security, and finance teams for IT-related support and escalations.

• Coordinate vendor management activities such as scheduling service visits, obtaining quotations, and maintaining vendor records.

Education

• Bachelor s degree in IT or a related field preferred.

Experience

• 5-8 years of experience in administrative support or executive assistance role, preferably in an IT, technology, or multinational environment.

Skills

• Excellent written and verbal communication skills.

• Strong proficiency in MS Office or Google Workspace (Word, Excel, PowerPoint, Outlook/Gmail).

• Working knowledge of procurement workflows, IT ticketing tools (e. g. , ServiceNow, Oracle) is a plus.

• Ability to multitask, prioritize workload, and work independently under minimal guidance.

Behavioral Competencies

• Proactive and self-driven

• Highly organized with strong attention to detail

• Customer-focused mindset

• Strong interpersonal and relationship-building skills

• Flexible and adaptable to changing priorities