ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

An Administrative Assistant who lets calendar conflicts pile up, expense reports go unreconciled, or client-meeting materials arrive late creates real friction for advisors and portfolio managers whose schedules are built around precision. This role owns the day-to-day operational infrastructure that keeps financial services teams running. It sits within branch, dealer, or investment management teams - environments governed by Bank Secrecy Act compliance and strict confidentiality standards, and answers to senior leaders who depend on it for scheduling accuracy, travel logistics, and client-ready documentation. Reliable. Detail-oriented. No margin for error.

What employers mean by "day-to-day operational infrastructure" is rarely spelled out, so how this support work plays out across a workday defines that with real examples.

As the Administrative Assistant, you keep financial services leadership productive by owning calendar management, expense reconciliation, and the preparation of client meeting materials that advisors rely on to serve high-value accounts. You work within a branch, dealer services, or investment management team, supporting one or more senior professionals and coordinating with internal departments, including compliance, finance, and operations.

Career Impact: Supporting senior advisors and portfolio managers in financial services builds expertise in investment operations, dealer reporting, and trust administration - credentials that carry weight across the sector.

Business Impact: Advisors and wholesalers depend directly on this role's scheduling accuracy and documentation to meet with clients, submit regulatory reports, and maintain dealer relationships on time.

Growth Opportunity: The volume and variety of financial products, compliance workflows, and client-interaction protocols in this environment develop the operational fluency that supports advancement toward an Executive Assistant or Office Manager role.

• Manage complex calendars for senior financial services professionals, coordinating internal and external meetings across multiple priorities.
• Prepare and distribute meeting materials, client presentations, and dealer reports to ensure participants arrive informed.
• Coordinate travel arrangements, including flights, hotels, and ground transportation, for advisors, wholesalers, and leadership.
• Track, organise, and submit detailed expense reports, reconciling receipts against project codes and departmental budgets.
• Maintain contact databases and client files, ensuring records are current, accurate, and handled with full confidentiality.
• Support branch or department operations by ordering supplies, processing invoices, and managing inbound and outbound correspondence.
• Coordinate logistics for national or regional dealer events, including materials, speakers, attendees, and venue arrangements.
• Monitor and distribute monthly reports and product updates to key dealer and client contacts within established deadlines.

Candidates often list calendar management but skip showing how they handled competing executive priorities, which how to present these duties on a resume makes concrete.

• Bachelor's degree in Business Administration, Finance, or a related field, or equivalent work experience.
• 2 or more years of administrative support experience, with exposure to financial services, investment products, or banking environments.
• Demonstrated ability to handle sensitive and confidential financial information with consistent discretion and accuracy.
• Strong written and verbal communication skills, with the professionalism to correspond directly with advisors, executives, and high-value clients.
• Proven competency in calendar management, travel coordination, and multi-leader scheduling with competing priorities.
• Solid experience preparing and reconciling expense reports, processing invoices, and supporting budget tracking.
• Strong organisational skills with meticulous attention to detail and the ability to independently prioritise workload.

Because hiring teams weigh Concur proficiency and SharePoint administration heavily, the competencies these postings require shows how to present each one.

• Familiarity with investment products, mutual funds, or fixed income instruments as a foundation for dealer-facing communications.
• Prior experience supporting branch operations in a banking or wealth management environment, including compliance-adjacent administrative tasks.
• Understanding of Bank Secrecy Act documentation requirements or equivalent financial regulatory recordkeeping obligations.
• Experience coordinating multi-location or national events for dealer, advisor, or sales teams.

• Expense report submission rate, measured by percentage reconciled accurately and on time each cycle.
• Meeting material delivery lead time, tracking how consistently materials reach participants before scheduled start.
• Calendar conflict rate, reflecting the frequency of scheduling errors or missed appointments for supported leaders.
• Dealer and client contact database accuracy, measured by percentage of records verified and updated quarterly.
• Travel booking turnaround time, measuring hours between request receipt and confirmed itinerary.
• Typical tools: Calendar and scheduling platforms (commonly Outlook or Google Calendar); expense management systems (commonly Concur); presentation software (commonly PowerPoint or Google Slides).

Turnaround time and conflict-rate metrics vary by sector, and salary benchmarks, certifications, and career progression for this role maps the common baseline across financial services and beyond.

• Base Salary Range: $48,000 to $68,000 per year, depending on experience and location
• Bonus: Discretionary annual bonus, typically 3% to 7% of base salary
• Equity: Not typically offered at this level in financial services administrative roles
• Health Benefits: Medical, dental, and vision coverage; employer contributes to premiums
• PTO: 15 to 20 days per year, plus standard federal holidays
• Common Perks: 401(k) with employer match; commuter benefits; professional development stipend

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background checks and credit history reviews are a standard condition of employment in financial services environments, and offers are contingent on their successful completion. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request. Candidates must be authorized to work in the United States.

Match these Concur and calendar management duties to a resume that earns a first interview.

Embedded within Philips Real Estate Americas, the Administrative Assistant owns calendar and priority management, vendor coordination, and purchase order processing for senior leaders and the finance team. Working closely with legal, tax, and project management teams, this role ensures accurate invoice payments and smooth operational support across infrastructure and construction projects.

Core Functions

• Handle sensitive, complex, and highly confidential information.
• Assist in the onboarding of new team members, familiarise with internal resources, and schedule introductory meetings.
• Assist in the preparation of presentation materials and maintain the department's Organisational Chart.
• Assist in scheduling team building, group trainings, and workshops, and work closely with administrative support for legal and tax teams.
• Provide backup support to Real Estate Project Managers for Projects and Transactions Teams.
• Work with prospective and existing vendors to ensure accurate supplier data input via AdobeSign to purchasing and finance systems for accurate and timely invoice payments.
• Secure a large volume of Purchase Orders with Philips RE Project Managers, oversee invoice submittal, and resolve payment issues with Internal Philips finance for both Infrastructure and Design and Construction projects.
• Responsible for transferring budgeted funds between buckets in the project tracking tool and working with GBS on purchasing process issues.
• Approve invoices in RBAM and process new preferred supplier and vendor additions.

Qualifications & Experience

• Bachelor's degree or equivalent.
• 2+ years' experience working with Corporate Policies and Regulations, Concur, MS Office, and Purchase Orders.
• Customer-focused, solution-oriented, flexible, and adaptable.
• Strong written and verbal communication skills with accuracy and attention to detail.
• Ability to plan, anticipate success, and predict likely issues.
• Working knowledge of Excel, PowerPoint, Microsoft Teams, Office, and SharePoint.
• Proficiency with Ariba Guided Buying, Visitor registration system, Supply Office Tool, and Eurorest Portal.

Reporting to senior leadership, the Administrative Assistant shapes front-of-house operations, fleet management, and executive scheduling support for the Senior Leadership Team. Partnering with EHS, Facilities, and HR functions, this role ensures seamless on-site operations and a well-coordinated experience for all employees, visitors, and contractors.

Primary Duties

• Manage administration needs of identified Senior Leadership team, including Calendar Management, schedule key meetings, arrange regular operating mechanisms, travel arrangements and expense reporting.
• Manage reception and guests and visitors on site, including incoming calls, incoming and outgoing mail, and maintaining the front reception.
• Assist with company functions and events, including travel, logistics, and catering for off-site and on-site meetings and sales conferences.
• Manage Fleet, including lease extensions, returning vehicles, insurance issues, Fuel cards, eTags, registrations and overall management and employee queries.
• Handle travel queries, including new employee setup, travel authorisation, booking and itinerary queries, policy guidance, and correspondence with Account Manager.
• Manage credit card receiving, distribution, and follow-ups, and oversee company apparel guidance, management, and distribution.
• Assist EHS with procedures, setup, and management, and support Facilities with communication, backup, and coordination of employees and contractors, including inductions.
• Provide concierge assistance for all employees, visitors, and managers to guide them to the correct area, department, or person.

Skills & Qualifications

• Previous experience in managing Reception and/or office management.
• Previous experience in providing administrative support at the executive level.
• VCE or further education in Certificates in Office Administration, Medical Reception, or Secretarial Studies.
• Solid computer skills.
• Transparent, reliable, and accountable, with good prioritisation skills.
• Resilient, not afraid to ask questions, and able to follow through on work in a busy organisation.

Sitting at the intersection of regional operations and executive support, the Region Administrative Assistant leads scheduling, document management, and budget tracking for the region while also supporting District Performance Coordinators with training and meeting preparation. Operating across multiple administrative functions, this role maintains filing systems, manages travel logistics, and distributes operational reporting to keep the department running efficiently.

Duties

• Schedule and coordinate on-site and conference call meetings, and prepare supporting documents and professional correspondence.
• Create, distribute, edit, and proofread documents and presentations, ensuring accuracy and consistency of content and style.
• Order supplies, process invoices, prepare and process expense reports, and reconcile and track budgets.
• Direct incoming requests, initiate contacts as required, and establish appropriate contacts with other departments and external customers.
• Coordinate travel arrangements and schedule, prepare for, and support Region meetings and events.
• Serve as a backup to other administrative personnel and assist others in utilising corporate communication systems.
• Coordinate projects delegated to the area, establish and maintain filing systems, and develop and maintain databases and spreadsheets for the department.
• Retrieve, analyse, organise, and distribute operational reporting, and perform other administrative duties and projects as assigned.

Position Requirements

• 5+ years of administrative assistant support to management.
• Proficient in Microsoft Office, including PowerPoint, Outlook, and Excel.
• Ability to multi-task, manage time, and work independently in a deadline-oriented environment.
• Strong verbal and written communication skills.
• Excellent judgment, tact, and ability to maintain confidentiality and discretion.
• Ability to work effectively as a team member, initiate, and take action when necessary.
• Must maintain reliable attendance.

A key member of a hospital department, the Administrative Assistant manages multi-line phone triage, calendar coordination, and correspondence preparation for assigned healthcare professionals. Collaborating with front-end and registration teams, this role supports smooth patient-facing operations and ensures staff meet mandatory training and compliance requirements.

Accountabilities

• Manage and prioritise multiple assignments simultaneously, acting as a liaison between internal and external customers by greeting customers, answering, and triaging phone calls.
• Administer calendar and schedule management.
• Compose and prepare a variety of correspondence, including reports, forms, presentation materials, and messages as required.
• Provide coverage of other areas such as front end, point of service, and registration.
• Coordinate management functions and assist in special projects.
• Follow hospital and department policies and procedures with special attention to attendance, punctuality, confidentiality, dress code, and safety.
• Complete mandatory education and training to maintain organisational and department-specific competencies and requirements.

Education & Experience

• High School Diploma or GED, Associate's Degree preferred.
• 3 years of office experience.
• Strong critical thinking skills with decisive judgment.
• Ability to work with minimal supervision in a stressful environment.
• Typing proficiency of 35 wpm with accuracy preferred.
• Experience using Microsoft Office Suite products.
• High degree of dexterity to produce materials on a PC.
• Ability to tolerate extensive sitting, frequent walking, and lifting or carrying of up to 25 pounds.

The Administrative Assistant builds a seamless operational infrastructure for senior leaders by managing end-to-end travel, calendar alignment, and logistics for team meetings and off-sites. Based within a globally-dispersed team and serving as part of the broader executive and administrative assistant community, this role directly supports leadership effectiveness and team cohesion.

Key Deliverables

• Proactively maintain calendars for senior leaders in alignment with company priorities.
• Coordinate end-to-end travel needs, including booking all travel and hotels, directions, commuting time, and ground transportation.
• Support logistics, documentation, and communication for team meetings and in-person off-sites.
• Assist in budget preparation and control activities.
• Help with team building and morale for a globally-dispersed team.
• Be part of the community of executive and administrative assistants.

Qualifications & Experience

• Bachelor's Degree in a related field.
• Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant.
• Proficiency in Google Workspace or similar cloud-based systems.
• Excellent time management, prioritisation, attention to detail, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organisational skills with the ability to multitask.

As the Administrative Assistant, this role leads diary management, meeting coordination, and stakeholder communication in support of project teams and their managers. The project management function relies on this work to keep reports accurate, risks and issues logged, and consultation events running on schedule.

Key Responsibilities

• Manage meeting and diary coordination, service management, and facilitation.
• Work with internal and external stakeholders to build relationships.
• Assist with project communication.
• Assist project managers in preparing reports and assessing and logging benefits, risks, and issues.
• Coordinate meetings and stakeholder consultation events.
• Prepare agendas and supporting papers.
• Take detailed minutes on complex subjects.

Skills & Qualifications

• Strong admin background with PA or diary management experience.
• Experience in effective internal and external stakeholder management through excellent communication.
• HR experience and service management skills.
• Good planning and organisational skills with the ability to convey complex information to audiences of varying knowledge levels.
• Strong IT skills, including a range of systems and Microsoft packages, including Outlook and Excel.
• Ability to use your own initiative, work in a fast-paced environment, and meet tight deadlines.
• Demonstrate good attention to detail.

Administrative Assistant handles switchboard calls, email queries, order processing, and document filing for a front-facing office environment. The work directly supports internal departments and ensures customers and visitors receive professional, courteous service throughout every interaction.

Core Functions

• Handle incoming calls via switchboard and respond to email queries professionally and courteously.
• Deal with customer inquiries and process orders.
• Perform data entry and other administrative tasks.
• Scan and file documents as required.
• Liaise with internal departments to assist with statements.
• Sign visitors in and out of the building.

Requirements

• Experience in Reception or Office Administration is desirable but not essential.
• Good organisational skills and high level of attention to detail.
• Friendly, outgoing, and professional with strong interpersonal skills.
• Working knowledge of Microsoft Office.
• Ability to work on your own initiative, multitask, and meet deadlines.

The Administrative Assistant produces employee and business correspondence, coordinates meetings and travel, and manages vendor relationships and event planning for a plant director and the broader organisation. Reporting to site leadership and liaising with external stakeholders and suppliers, this role ensures day-to-day administrative operations run smoothly across departments.

Role Responsibilities

• Assist the plant director in day-to-day activities, including coordination of meetings, schedules, email management, and general office duties, taking minutes as required.
• Coordinate travel arrangements by booking flights and hotel stays, and manage external stakeholder and supplier communications.
• Order office supplies, business cards, and office management items, and manage all external vendors.
• Prepare employee-related and business-related letters and documents, and coordinate requirements among departments.
• Archive all business and HR-related documents, and manage event planning and employee engagement activities.

Education & Experience

• Bachelor's degree in Business Administration or a related field.
• 2-3 years in a similar role in a medium to large organisation.
• Excellent customer service, communication, and multitasking skills.
• Ability to work under pressure.
• Punctual, reliable, attentive to accuracy and detail.
• Able to work well with others.
• Oral and written communication skills in English and Arabic.

Embedded within a financial services environment, the Administrative Assistant oversees calendar management, travel coordination, and detailed expense reporting for a senior individual with emphasis on email and meeting preparation. Working closely with other assistants and senior staff, this role provides a professional, organised gateway for all communications and logistics.

Scope of Work

• Manage calendar, schedule appointments, confirm meetings, and coordinate with other assistants.
• Ensure materials and prep items for meetings are organised.
• Attend meetings and calls to take notes as needed.
• Answer calls, act as gatekeepers, book conference rooms, coordinate registration, and greet guests.
• Complete detailed expense and out-of-pocket reports, including tracking receipts and project codes.
• Coordinate travel arrangements, including flights, visas, cars, hotels, and other reservations.
• Assist with creating and proofing memos and presentations, and maintain and organise files and office supplies.

Knowledge, Skills & Abilities

• 2-5 years of experience supporting a senior individual, preferably within financial services, including handling confidential and sensitive information.
• Strong Microsoft Office skills, including PowerPoint, Outlook, and Excel.
• Strong verbal and written communication skills.
• Highly organised with strong attention to detail.
• Ability to thrive in a multi-task environment with competing priorities and deadlines.
• Ability to remain poised and calm under pressure.

Administrative Assistant refines executive scheduling, travel coordination, and cross-departmental relationship management for multiple senior leaders. Reporting to senior management and collaborating across individuals and departments, this role enables leadership productivity and consistent operational delivery through proactive planning and sound independent judgment.

Day-to-Day Responsibilities

• Support various Senior Executives in general administrative and secretarial activities, including calendar scheduling, expense claims, and purchase requisitions.
• Coordinate meetings effectively, including managing agendas, notes, and follow-ups.
• Manage travel schedules and coordinate travel logistics, including flight bookings, hotel, and appointments.
• Support operating routines, including quarterly staff meetings and leadership off-sites, and handle special projects as they arise.
• Exercise sound judgement independently, take proactive action, and build strong relationships across individuals and departments.

Professional Experience

• 2+ years of relevant work experience supporting senior management level.
• Proven competency using MS Office applications, including Word, Excel, PowerPoint, and Outlook.
• Outstanding planning, organisational, and prioritisation skills with meticulous attention to detail.
• High degree of flexibility, adaptability, and integrity with discretion in handling confidential information.
• Effective verbal and written English communication skills with organisational awareness.
• Agile, collaborative, and able to exercise good judgment.

A key member of the affiliate team, the Administrative Assistant leads enrolment of new affiliates, manages marketing collateral, and coordinates reporting and payment processes in a cybersecurity-focused organisation. Collaborating across the Finance department and affiliate community, this role enables accurate and timely support for partners promoting the brand.

Job Functions

• Enroll new affiliates and ensure they have everything needed to promote the brand effectively.
• Assist the affiliate team with weekly, monthly, and ad hoc reporting.
• Answer inbound queries from affiliates and potential affiliates.
• Create and distribute a monthly affiliate newsletter.
• Manage and update affiliate marketing collateral.
• Partner with the Finance department to ensure all affiliates receive payment on time.

Background & Experience

• At least 3-4 years of experience as an Administrative Assistant.
• Experience in the tech or creative industries is an advantage.
• International experience well-regarded.
• Excellent organisational and time management skills with strong attention to detail.
• Self-motivated with the ability to work without guidance, and strong interpersonal and communication skills.
• Ability to work on multiple projects at a time.
• Proficiency in G Suite Tools and strong Excel skills.

An Administrative Assistant advances record-keeping, order entry, and production reporting for a manufacturing company by maintaining and processing a variety of administrative and production-related documents. Operating as a backup switchboard and receptionist and partnering with production staff, this role supports accurate daily data entry, shipping documentation, and month-end reporting.

Work Activities

• Verify listed prices and enter outside customer orders into the computer system, working from purchase orders.
• Prepare shipping orders, bills of lading, pick lists, pack lists, and post goods issues to close out shipped orders, making adjustments as needed.
• Enter and process finished goods orders daily, enter scrap into SAP, and prepare outside orders shipped and production activity reports.
• Process outside customer credit and debit memos, perform price maintenance for weekly price changes, and prepare month-end production reports.
• Backflush yellow scrap tickets and complete daily foundry and melt sheets as requested.
• Maintain required files and logs, and act as backup switchboard and receptionist as requested.

Minimum Qualifications

• High School Diploma.
• 2 years of office environment experience.
• Experience in Microsoft Office, including Word and Excel.
• Excellent customer service and communication skills.
• Superb attention to detail.

Administrative Assistant, HR coordinates staff commencement and cessation documentation, manages employee benefits and SAP HR records, and supports recruitment scheduling within a manufacturing or operational environment. Reporting to HR leadership and liaising with hiring managers and employees, this role enables accurate personnel administration and timely work permit compliance.

Key Responsibilities

• Prepare staff commencement and cessation documents, maintain manpower statistics and overtime reports, and handle work permit and employment pass applications.
• Manage employee benefits, salary administration, and enquiries.
• Maintain personnel files and SAP HR system records.
• Provide HR support in the recruitment process, including arranging job advertisements, coordinating interview schedules, and preparing letters of appointment.
• Handle ad hoc projects as assigned.

Qualifications & Experience

• Diploma in any discipline with a minimum of 1 year of relevant experience.
• Relevant experience in a manufacturing environment is an advantage.
• Meticulous and numerate with good writing, organisational, and interpersonal skills.
• Proficient in Microsoft Word, Excel, and PowerPoint.
• Familiarity with SAP.
• Resourceful team player able to multitask in a dynamic and fast-paced environment.

As the Administrative Assistant, this role produces memoranda, reports, and financial data, and maintains complex filing and budget systems for site leadership and functional unit staff. The leadership team relies on this work to sustain accurate records, support committee operations, and ensure compliance with office management practices and procedural standards.

Primary Duties

• Coordinate the daily operation of the unit and perform complex, diversified, and specialised secretarial and administrative work for site leadership or functional unit staff.
• Prepare agendas, transcribe, and distribute minutes of committees, commissions, and meetings.
• Prepare and type memoranda, letters, reports, computer forms, templates, and tables, and compile statistical data.
• Set up and maintain complex electronic and paper filing systems.
• Coordinate or prepare a wide variety of complex financial and operational reports and budget data.
• Review and recommend new or enhanced operating procedures.
• Serve as Notary Public or attend meetings as a representative of the supervisor as required.

Skills & Qualifications

• High School Diploma or GED with 3 years of Administrative and Secretarial experience.
• Solid computer skills in word processing, email, spreadsheet, and presentation applications.
• Knowledge of office management practices, basic accounting, budgeting, and business methods.
• Ability to understand and apply verbal and written work and safety-related instructions in English.
• Skilled in preparing and maintaining accurate records, reports, and files.
• Ability to communicate effectively both orally and in writing.
• Ability to handle and prioritise multiple projects.
• Ability to work in a potentially stressful environment.

The Administrative Assistant creates purchase orders, manages executive calendars, and coordinates meetings and conferences for the US leadership team spanning Commercial, Marketing, Product Development, Technical Service, and Regulatory. Reporting to senior leadership and partnering with Global Procurement and customer-facing teams, this role enables accurate sales tracking and efficient cross-functional operations.

Core Responsibilities

• Support the US leadership team with meetings, calendars, travel, and expense reports.
• Edit and compose correspondence, contract letters, spreadsheets, and memos, and prepare presentations utilising technology for graphics and mapping.
• Manage customer mailings, account management, and sales.
• Route and answer routine correspondence without supervision, and handle routine inquiries.
• Process invoices and create purchase orders in communication with vendors and Global Procurement, maintaining accurate records through organised filing.
• Handle planning and preparation for meetings, conferences, and conference calls, both on-site and off-site.
• Handle project work, including monthly reporting and tracking sales initiatives, and identify and implement procedural changes for improved operations or cost reduction.
• Utilise databases for data input, searching, and running reports, and support customer executive meetings both on-site and off-site.

Education & Experience

• High School graduate or equivalent.
• Formal administrative assistant training or certification highly desirable.
• Minimum 5-7 years of experience supporting executives and teams, requiring strong analytical and problem-solving skills.
• Solid working knowledge of Microsoft Word, Excel, PowerPoint, and Ariba for purchase order creation.
• SAP experience desired.
• Excellent administrative and organisational skills, including experience in managing an office.
• Ability to prioritise work independently and exercise sound judgement.
• Strong oral and written communication skills, with good proofreading skills.
• Demonstrated ability to manage executive-level confidential situations.
• Multitask with close attention to detail.

Reporting to department leadership, Administrative Assistant shapes meeting and event planning, document management, and database maintenance for International Affairs, Policies, and Regulatory Affairs departments. Collaborating with cross-functional teams, this role enables timely regulatory submissions, accurate filing, and quality-controlled documentation.

Performance Expectations

• Plan and organise meetings, courses, and events, and encode training attendances in the relevant database.
• Support in preparation of newsletters.
• Manage electronic and paper filing and archiving of relevant documents.
• Maintain access rights in respective regulatory systems and databases.
• Ensure timely review and follow-up of updates to Standard Documents.
• Print documents for submissions and conduct internal quality control, including Trial Master File, database consistency, and SharePoint folders.

Education & Experience

• Bachelor's degree in administration or a relevant field.
• Experience in an administrative or assistant role.
• Computer-literate and familiar with MS Office tools, including SharePoint and Outlook.
• Fluent in English (spoken and written) (any other language (French, Dutch) is an asset).
• Ability to multitask, meet deadlines, and work through both formal and informal channels.
• Open-minded, curious, proactive, flexible, and autonomous with a strong desire to learn.
• Personal integrity, team player, result-oriented, problem-solving approach.
• Excellent oral and written communication with diplomacy, and the ability to integrate in a multilingual and multicultural environment.

Administrative Assistant processes casework, prepares court papers, and marshals court users as part of a team supporting the Judiciary. Working alongside Admin Officers and members of the judiciary, this role ensures hearings, tribunals, and meetings are supported with accurate documentation and professional court management.

Key Responsibilities

• Work as part of a team with interaction with members of the Judiciary.
• Process casework such as court orders, claims, fines, and fees.
• Prepare papers and files for court, tribunals, hearings, and meetings using local IT systems, including Outlook and Word, and produce court documents.
• Receive and distribute information and communications via telephone, paper, and email in an appropriate manner.
• Marshal the court to direct all levels of court users, ensure social distancing guidelines are followed, and usher court users in and out of the courtroom.
• Complete administration duties, assisting the Admin Officers.

Requirements

• Excellent customer service skills and experience.
• Ability to speak confidently within a team.
• Able to deal with challenging customers.
• Strong verbal and written communication skills.
• Ability to work under pressure, multitask, and learn quickly.
• Ability to work both as part of a team and on your own initiative.

The Administrative Assistant shapes the day-to-day administrative experience for internal customers and executives by organising travel, managing office supplies, leading health and safety coordination, and supporting onboarding and culture initiatives. Collaborating with HR, colleagues in Malta, and other departments, this role enables a motivated, well-supported workforce and smooth office operations.

Operational Focus

• Organise meetings, appointments, and travel for internal customers, visitors, and executives, including drafting itineraries, booking travel, dinners, and transfers.
• Carry out administrative duties such as filing, typing, copying, binding, and scanning.
• Maintain office supplies inventory and manage the ordering and receipt of supplies.
• Collaborate and communicate with the HR Administrator, colleagues in Malta, and other Tipico departments.
• Support employees in implementing Culture Programme initiatives to keep employees motivated and engaged.
• Lead the health and safety system and support the arrangement of office events, training, seminars, and the annual Christmas party.
• Assist with onboarding and induction for new starters, research and create presentations, and generate reports.

Education & Experience

• Bachelor's degree.
• Additional qualification as an Administrative Assistant or Secretary.
• Experience in administrative areas.
• Strong communication, presentation, and problem-solving skills.
• Great attention to detail.
• Pro-active, solution-oriented approach.
• Proficiency in MS Office.

Administrative Assistant crafts well-organised scheduling, client deliverable tracking, and supply coordination across a programme delivery team serving internal and external clients. Working closely with other employees and reporting to programme leadership, this role keeps submission schedules on track and ensures clients receive accurate, timely information.

Core Functions

• Provide office support and administrative duties, including logging and tracking information, creating documents, and assisting with travel arrangements.
• Coordinate meeting registrations and scheduling, and set up meeting rooms.
• Submit daily deliverables to clients, including gathering information from authors and tracking submissions and receivables.
• Track programme-required deliverables, including submission schedules, responsible parties, and client receipt confirmation.
• Aid in scheduling personnel to specific service orders or recurring maintenance inspections.
• Assist in ordering supplies, materials, and equipment for the office.
• Provide help with various projects for other employees and perform other administrative tasks as needed.

Required Qualifications

• At least 3 years of Administrative Assistant experience.
• Deep understanding of Microsoft Excel, Word, and Outlook.
• Quality experience with meeting coordination and planning, data entry, and scheduling.
• Knowledgeable in computer skills, including word processing, spreadsheets, presentation software, databases, and customer database systems.
• Command of navigating basic office equipment and protocols.
• Familiarity with using the internet for research tasks.
• Sound written and verbal communication skills.

Embedded within a worldwide organisation, the Administrative Assistant manages complex international travel, SharePoint administration, and meeting coordination for a manager and the global team. Working closely with key stakeholders across functions and regions, this role sustains the operational infrastructure that enables worldwide collaboration and leadership effectiveness.

Work Activities

• Arrange domestic and complex international travel, including hotels and ground transportation, for travellers from international sites.
• Maintain the manager's calendar and expense statements.
• Work with the team to plan worldwide meetings and employee celebrations.
• Provide support for the organisation on office supplies, phones, and setup for new employees.
• Maintain the organisation's SharePoint sites, employee mailing lists, mail folders, and organisational charts for the worldwide organisation.
• Maintain office and cubicle space, and order recognition awards for the organisation.

Skills & Qualifications

• High School Diploma, Associate's degree preferred.
• 5 years of related experience.
• Expertise using Microsoft Office, including Outlook, Word, PowerPoint, and Excel, as well as SharePoint and SAP.
• Strong verbal and written communication skills.
• Demonstrated strong interpersonal, analytical, and problem-solving skills.
• Ability to establish strong relationships with key stakeholders, work in teams, and collaborate across functions.
• Ability to quickly ramp up on new systems and processes.
• Take initiative and drive for results.
• Strong time management skills that enable on-time project delivery.

The Administrative Assistant manages billing preparation, procurement, subcontractor insurance tracking, and timekeeping for a construction project team. Collaborating with craft personnel and support groups, including Safety, Human Resources, IT, and Legal, this role enables accurate project documentation and smooth operational coordination across the site.

Scope of Work

• Greet visitors and customers with a positive demeanour, and coordinate and set up meetings, handle calendars, and schedule travel.
• Set up, organise, and manage filing systems, prepare documents, and perform record-keeping and filing duties.
• Proofread communications, documents, and field documentation, and perform quality inspections.
• Prepare billing and invoices as needed, and perform timekeeping functions for craft and technician team members.
• Collaborate with craft and technician personnel and coordinate between numerous support groups, including Safety, Human Resources, IT, Legal, and Environmental Health and Safety.
• Utilise Mortenson's internal procurement system to procure miscellaneous goods, and assist team members with miscellaneous duties.

Background & Experience

• Minimum 3 years of administrative support experience.
• Construction-related business experience preferred.
• Experience with billing, invoicing, and timekeeping preferred.
• Proficient in Microsoft Word, Excel, Outlook, and PowerPoint.
• Detail orientation with the capability to proofread effectively.
• Excellent communication, active listening, flexibility, organisation, and multitasking skills.
• Positive professional attitude and strong customer service skills.

Administrative Assistant runs general office administration, proposal writing support, and client research for a company operating in the architectural, engineering, and construction industry. Working across operations management and with accounts payable and receivable functions, this role identifies and qualifies potential clients to strengthen the company's sales pipeline.

Key Responsibilities

• Use effective research methodologies to identify and qualify potential clients.
• Monitor and maintain information on research and possible leads for Operations Management.
• Provide sales support.
• Assist with proposal writing.
• Perform general office administration, including typing reports and correspondence, and generating reports.

Qualifications & Experience

• High School Diploma or equivalent.
• 5+ years of experience in an administrative position.
• Understanding of Construction Material Testing report typing.
• Experience in Accounts Payable, Accounts Receivable, and/or Billing preferred.
• Experience in Microsoft Word and Excel preferred.
• Excellent communication, prioritisation, organisation, and time management skills.
• Detail-oriented with the ability to work independently in a fast-paced, multitasking environment with shifting priorities.
• Ability to analyse and solve problems, type quickly and accurately, and complete a variety of projects within established standards and timeframes.

As the Administrative Assistant, this role coordinates the payments cycle, manages banking for local and foreign currencies, and supports tax preparation and payroll processes for a department and its staff. The finance and facilities team relies on this work to maintain accurate reconciliations, timely expense processing, and a well-supplied office environment.

Performance Expectations

• Coordinate the payments cycle, including processing supplier invoices, related reconciliations, and reporting.
• Handle banking of both local and foreign currencies.
• Manage staff travel requirements, including foreign exchange and expense reconciliations.
• Prepare various taxes related to payroll and collate freelance invoices.
• Support and organise staff and department functions.
• Order and maintain all facilities-specific supplies, including stationery and kitchen needs.
• Provide general tasks to support the smooth operation of the office.

Required Qualifications

• NCEA Level 3 required.
• Experience in office administration, including accounts payable.
• Payroll experience and knowledge.
• Proficiency in Microsoft Word, Outlook, and Excel.
• Previous experience using Great Plains or Business Central software, and proven ability to learn new software and systems.
• Excellent written and verbal communication skills with experience building strong internal and external customer relationships.
• Proven capability to respond confidently in ad hoc situations.

IT Administrative Assistant oversees end-to-end IT equipment ordering, budget supervision, and e-waste coordination for RTBH data centres while organising shipping, warranty maintenance, and team-building events for the IT Department. Cooperating with suppliers and other departments, this role sustains a well-resourced and efficiently running IT function.

Technical Responsibilities

• Coordinate end-to-end IT equipment orders and budget supervision for the RTBH data centres.
• Organise shipping of technical equipment to and from Associates, and coordinate maintenance support for equipment under warranty.
• Coordinate IT e-waste equipment utilisation and prepare workstations for new IT hires.
• Supervise email signature generator tools, archive hard copies of IT documents, and cooperate with suppliers.
• Coordinate IT Department invoices and update internal documents.
• Organise business trips and team-building events for the IT Department, and perform tasks and cooperate with other departments to provide ongoing assistance to IT Department members.

Qualifications & Experience

• 2 years of administrative experience.
• Outstanding project management and communication skills.
• Strong problem-solving, critical thinking, and interpersonal skills.
• Ability to manage multiple projects and meet deadlines with attention to detail and accuracy.
• Positive can-do attitude.
• Advanced English.
• Fluency in Microsoft Office and G-Suite.

The Administrative Assistant executes calendar management, confidential correspondence, and end-to-end travel logistics for a Director or above within a publicly traded entertainment company. Based within a large organisation and collaborating across inter and intra-team relationships, this role ensures leadership operations run accurately and on time in a high-volume environment.

Areas of Ownership

• Review the leader's schedule and build in time for thinking, planning, and travel between meetings.
• Understand the leader and team's priorities to smartly direct phone calls and email requests.
• Schedule conference rooms, meetings, and video chats across multiple time zones, and draft correspondence and meeting agendas on behalf of the leader.
• Handle extremely confidential and sensitive information with full discretion, remembering that Disney is a publicly traded company.
• Act as a casual buyer of all office supplies, manage purchase orders and vendor contracts, and arrange travel and manage expense reports.
• Prepare regular reports and summaries, and collaborate on projects by conducting research, writing, and fact-checking.
• Assist with onboarding new team members as the friendly face for new hires' questions.

Professional Experience

• At least 5 years supporting a Director or above and/or equivalent experience.
• Complete reliability in handling confidential and sensitive information.
• Sharp written and verbal communication skills, including clean grammar and robust vocabulary.
• Strong organisational skills and attention to detail, with the ability to multitask and prioritise deadlines.
• Professional demeanour, positive outlook, proactive can-do attitude, and calm, steady approach in a dynamic, fast-paced environment.
• Demonstrated team player who builds solid inter- and intra-team relationships.
• Mastery of Microsoft Office programs.
• Strong skills in SAP, SharePoint, Concur, and Windows environments.
• Strong proficiency with all types of computers, phones, and video and office equipment.

Embedded within a department team, the Administrative Assistant manages calendar and meeting prioritisation, expense reports, travel, and supply management for leadership and their direct reports. Working closely with internal and external partners and administering programmes including recognition and timekeeping, this role enables the department to operate cohesively and meet its commitments on time.

Scope of Work

• Manage calendar and meeting prioritisation with direction from the leader.
• Schedule meetings and conference calls, coordinating with internal and external partners.
• Prepare expense reports, invoices, presentations, internal communications, travel arrangements, and other miscellaneous reports.
• Coordinate and administer department programmes, including recognition, timekeeping, budgets, and supply management, as well as off-sites and special events or conferences.
• Respond to ad hoc requests and manage tasks, including filing, copying, resolving printer issues, and participating in projects representing the team.

Qualifications & Experience

• Associate's degree or equivalent.
• 1-3 years of relevant experience.
• Proficiency with computer programmes, including MS Word, Excel, PowerPoint, and Access.
• Experience with administrative programmes, including Ariba Buyer, XMS, and Concur.
• Multitask, quickly change direction, and independently prioritise work to support multiple people.
• Ability to anticipate needs and make independent judgments with limited leader availability.
• Ability to exercise discretion when handling sensitive information.

The Administrative Assistant leads front-desk reception, document scanning, and accounts payable vendor data collection for an office team. Reporting to team leadership and collaborating with Accounts Payable staff, this role ensures incoming calls, mail, and purchase orders are handled accurately and efficiently each day.

Day-to-Day Responsibilities

• Answer and transfer calls, greet visitors upon entry and exit of the main lobby, and handle mail and deliveries.
• Perform word processing, including letters and other documents.
• Assist with additional administrative tasks such as creating purchase orders in Excel and converting them to PDF files.
• Assist Accounts Payable with collecting vendor information, including tax forms, ACH setup, and tracking missing sales tax.
• Perform document scanning and indexing, and complete other tasks as assigned.

Requirements

• Experience in answering phones and transferring to the correct division.
• Strong organisational, recording, and problem-solving skills with close attention to detail.
• Understanding of the Microsoft Office suite, including Excel and Teams.
• Team player with strong written and verbal communication skills.
• A great attitude and a strong desire to learn.

Associate Administrative Assistant produces daily cashiering documentation, reconciles deposits against bank confirmations, and serves as the primary contact for armored car service for a PepsiCo distribution location. Working with centralised accounts receivable and reporting to location leadership, this role maintains the security and accuracy of cash room operations.

Functions

• Process daily cashiering of delivered routes in the Enterprise Settlement Console, including remotely depositing scanned checks and compiling physical deposits for cash and coin.
• Complete daily cashiering documentation, including running reports, maintaining an activity log, and retaining appropriate documentation.
• Process all miscellaneous deposits, reconcile cashiering activity against bank deposit confirmations, and maintain accurate and organised document archiving in line with PepsiCo Document Record Retention policy.
• Serve as the primary point of contact for armored car service, including preparing physical deposits and maintaining an accurate activity log.
• Maintain security of the cash room, work with centralized accounts receivable to resolve cashiering and customer issues, and respond to email and phone communication in a timely and professional manner.
• Provide additional administrative support for the location and/or market as assigned.

Qualifications & Experience

• High School Diploma or GED.
• Experience providing administrative support.
• Prior cashiering experience.
• Strong computer skills.
• An aptitude to work with minimal supervision.
• Experience in prioritising work and multitasking with a strong sense of urgency.
• Outstanding organisation, time management, and communication skills.

Reporting to FBL department leadership, Administrative Assistant leads financial research, check processing, payment management, and compliance coordination for a financial services organisation serving external and departmental customers. Working alongside other administrative assistants, this role ensures banking system accuracy, positive pay processing, and customer service requests are resolved promptly.

Day-to-Day Responsibilities

• Respond to and resolve customer service requests in a prompt, efficient, and courteous manner for external customers, departmental staff, and other FBL personnel.
• Research financial status in the banking system, obtain and verify tax information, and work on trace letters, escheat payments, positive pay, recovery processing, and ACH payments.
• Manage user check printers, assemble data for litigation management processes, research check status, process stop pay, and assist in testing of claims information systems.
• Coordinate with other administrative assistants to ensure all work is completed.
• Perform other job-related duties or special projects as assigned.

Qualifications & Experience

• Associate's degree in Office Administration or Secretarial studies, or equivalent.
• 2 years of office experience preferred.
• Proficiency in the Windows environment, including Word and Excel.
• Strong organisational, communication, and meeting planning and facilitation skills.
• Must be able to maintain confidentiality.
• Strong customer service and public relations skills.
• Ability to work independently and collaboratively, and to prioritise and manage work for multiple leaders in a fast-paced environment.

The Administrative Assistant owns procurement coordination, shipping and mailing activities, and meeting scheduling for a Campaign and Recall steering team. Collaborating with operations, distribution locations, and internal communications functions, this role enables accurate project and customer contact management and smooth team logistics.

Core Responsibilities

• Serve as the key contact to answer Campaign-specific phone calls and emails, and connect inquiries to the appropriate next-level contact as needed.
• Coordinate shipping, receiving, and mailing activities, including physical paper mailings, emails onsite, and shipping requirements with operations and distribution locations.
• Coordinate and schedule meetings for the Steering and Recall teams as needed.
• Create shopping carts for indirect procurement as needed, and maintain project and customer contact lists to facilitate communication.
• Assist in the creation of letters, memos, interoffice communications, presentations, and reports.
• Attend meetings and conferences as required.

Required Qualifications

• Excellent written and oral communication skills, including grammar, spelling, and punctuation, for effective internal and external communication.
• Excellent organisational skills and attention to detail.
• Team player willing to help out as needed.
• Ability to multitask, prioritise, and work independently with minimal supervision.
• Strong computer skills in Word, Excel, Outlook, and PowerPoint.
• Willingness to learn new things.

Embedded within a credit union, the Administrative Assistant scans and indexes loan documents, signature cards, and credit card applications in accordance with the Record Retention Policy while conducting quality checks and participating in training activities. Working across all areas of the credit union and reporting to team leadership, this role maintains documentation accuracy and supports a collaborative service culture.

Accountabilities

• Support and adhere to quality practices to ensure all actions result in a positive member experience.
• Scan and index all documentation as specified in the Record Retention Policy, including signature cards, loan documents, titles, and credit card applications; correct bad data and re-index files.
• Perform random quality checks on every batch of documents for completeness and image quality.
• Actively participate in training activities, coaching sessions, and meetings, and support and promote teamwork across all areas of the credit union.
• Adhere to rules, regulations, policies, procedures, and guidelines about duties and responsibilities, and perform all other duties and responsibilities as assigned.

Qualifications & Experience

• 1 year of similar or related experience.
• Demonstrated ability to perform duties with a high degree of accuracy and speed.
• Good time management, organisational, and interpersonal skills.
• Ability to work well with others.
• Basic proficiency in Windows-based programmes and Microsoft Office applications.
• Intermediate mathematical skills, performing calculations involving adding, subtracting, multiplying, and dividing.

Administrative Assistant advances student access and academic operations by managing class schedules, budget tracking, and committee coordination for an academic and workforce division under the dean and associate deans. Collaborating with faculty, staff, students, and external agencies, this role sustains accurate records, FERPA compliance, and smooth enrolment and programme processes.

Strategic Responsibilities

• Respond to questions and provide accurate information in a timely and courteous manner, representing the dean and associate deans when communicating with students, faculty, staff, volunteers, and the public.
• Build, schedule, and maintain class schedules for assigned departments; resolve problems; request and manage classrooms; assist students with enrolment, overload, and application processes; and maintain confidential student records in compliance with FERPA.
• Assist with tracking and monitoring budget areas, initiating departmental purchases, following requisition status, coordinating delivery, verifying charges, and managing supply and equipment inventory.
• Use advanced word processing, spreadsheet, and database software to compose correspondence; proofread all work; process leave and travel forms; sort and distribute mail; and file and maintain records and correspondence.
• Coordinate scheduling of meetings and seminars, notify committee members, take and type minutes, and maintain committee files.
• Assist with maintaining accurate labour distribution of divisional staff, processing absence and substitute documentation, and maintaining current knowledge of relevant college policies and procedures.
• Serve as backup to the assistant to the dean, monitor student assistants as assigned, and perform other duties in accordance with college policies and Core Values.

Knowledge, Skills & Abilities

• Intermediate knowledge of Microsoft Office with the ability to effectively utilise advanced computer software applications and peripherals.
• Knowledge of bookkeeping, accounting, department and division policies, procedures, and programmes, including outside agency procedures.
• Knowledge of department-specific systems, including Ad Astra, Banner, CougarMart, and ARGOS.
• Excellent proofreading, organisational, interpersonal, customer service, problem-solving, conflict management, and collaboration skills.
• Ability to multitask, self-motivate, and meet deadlines under pressure.
• Must maintain confidentiality.
• Pay close attention to detail.
• Ability to plan and execute various aspects of programmes.

Reporting to senior business leaders, the Administrative Assistant coordinates domestic travel, fleet administration, and multi-function reporting as a liaison between Finance, HR, payroll, and field operations for a department and its staff. Partnering with corporate fleet and third-party vendors, this role ensures the department's administrative systems, communications, and file management stay current and accurate.

Ownership Areas

• Perform a variety of administrative duties, including coordinating domestic travel arrangements, managing schedules, and pulling together information for reports and presentations.
• Act as a point of contact to answer routine and complex questions and furnish information.
• Maintain electronic distribution lists, division email, and regular mailboxes, and manage regular disbursement of personnel and other electronic announcements.
• Manage office supply orders, schedule appointments, and manage logistics for meetings and travel.
• Serve as liaison to the corporate fleet department and third-party vendors, and assist with annual and ongoing field fleet administration processes and reporting.
• Partner with functions including Finance, HR, and payroll, and maintain a dedicated knowledge of procedures and a broad knowledge of department and company organisation.
• Organise and prepare Word, Excel, and PowerPoint documents, prepare regular reports and analyses, route and answer correspondence, and maintain organised files and correspondence.

Minimum Qualifications

• High School Diploma or GED; Bachelor's degree from an accredited institution preferred.
• Experience in an administrative role with prior experience supporting senior business leaders.
• Intermediate to advanced computer skills, including MS Word, Excel, PowerPoint, and Outlook.
• Excellent verbal and written communication skills with professional presence.
• Demonstrated dependability, unquestioned integrity.
• Ability to handle confidential information and the ability to anticipate needs.
• Excellent organisational skills with flexibility to adapt to special circumstances.
• Ability to manage and organise multiple sites and travel up to 10%.

The Administrative Assistant delivers complex calendar coordination, client-facing communication, and detailed travel itinerary and expense management for a leading real estate financial firm in Los Angeles. Reporting to executives and partnering with internal teams on long-term projects, this role directly enables leadership productivity and high-profile client service.

Key Responsibilities

• Manage complex calendars and coordinate meetings, and organise conference calls, events, and client presentations.
• Interact with high-profile clientele and associates, and act as a gatekeeper to phone and email inboxes.
• Create collateral for meetings and presentations, and prepare detailed travel itineraries and expense reports.
• Attend team meetings and distribute recaps.
• Partner with internal teams and executives to manage long-term projects and administrative tasks.

Required Qualifications

• Bachelor's degree preferred.
• At least 3+ years of relevant administrative support experience.
• Dedication to accuracy and thoroughness across all tasks.
• Dependable and resourceful with strong follow-up skills.
• Ability to identify areas for improvement and make recommendations with confidence.
• Excellent written and verbal communication skills.

Within a financial institution, a Trading Administrative Assistant produces securities reporting in DTC and MSRB, enters trades into the settlement system, and coordinates department travel for a trading department. Working closely with the sales team and collaborating across the department, this role enables accurate daily trade processing and timely PowerPoint deliverables for the team.

Operational Focus

• Provide administrative support to the department, including scanning, filing, file maintenance, building reports, answering the phone, and ordering supplies.
• Prepare PowerPoint presentations for the sales team and publish the weekly TIB Ticker.
• Run system queries, compile data, prepare reports, and enter trades into the settlement system daily.
• Prepare securities reporting in DTC and MSRB, prepare expense reports, and process departmental mail.
• Maintain the department calendar and coordinate department travel schedules.
• Complete other job duties or special projects as assigned.

Professional Experience

• Fixed income product knowledge preferred but not required.
• Ability to prioritise multiple tasks and meet deadlines.
• Excellent customer service and interpersonal skills to support internal and external customers.
• Highly organised and attentive to detail with accurate written communication and data entry skills.
• Must maintain confidentiality of bank information and comply with the Bank Secrecy Act and other state and federal financial regulations.

Administrative Assistant oversees meeting material preparation, external travel provider relationships, and monthly expense audits for an investment management team and its clients. Working alongside other administrative team members and providing receptionist backup, this role enables professional, well-prepared client and internal meetings.

Key Deliverables

• Prepare and distribute internal meeting materials, and assemble meeting and presentation materials for client and prospective client meetings.
• Manage relationships with external travel providers.
• Provide training and assistance on travel and expenses to internal parties.
• Perform monthly expense audits.
• Provide backup and general office maintenance and administrative duties as the AA and Receptionist backup.
• Provide backup and assistance to other administrative team members as needed.

Required Qualifications

• Proficient with Microsoft Office, including high-level experience with Excel, Word, and PowerPoint.
• Respect for and discretion with confidential information.
• Ability to prioritise and multitask in a fast-paced environment.
• Excellent organisational, written, verbal, and interpersonal skills.
• Ability to work well with all levels of internal staff as well as outside clients and consultants.

In an organisation requiring bilingual English and Spanish capability, an Administrative Assistant shapes office systems, calendar management, and HR documentation processes as a central liaison among executives, employees, clients, and external partners. Reporting to leadership and collaborating across teams on projects ranging from payroll to event coordination, this role ensures administrative operations are accurate, confidential, and efficiently managed.

Areas of Ownership

• Act as a point of contact among executives, employees, clients, and other external partners.
• Develop, implement, and administer office systems and procedures, and interpret and communicate policies and processes.
• Maintain personnel records, including workers' compensation documents, and create and maintain company document filing systems.
• Review, assess, route, answer, and monitor follow-up actions on correspondence, and gather and analyse information required for administrative reporting.
• Provide wide-ranging support, including keyboarding, composing, and editing letters, memoranda, reports, presentations, and policies, using multiple technical applications, including Ultipro, Filevine, and other office software.
• Manage calendars, arrange meetings, appointments, and travel arrangements, and coordinate events, including company meals and conferences.
• Maintain office organisation and flow, purchase and maintain inventory of supplies, greet visitors, and answer and route phone calls, mail, and email messages.

Education & Experience

• College degree or equivalent combination of education and office experience.
• 2 or more years of related administrative experience.
• Experience working in a Human Resources environment is a plus.
• Extensive experience with Microsoft Office and Adobe Products.
• Knowledge of administrative and clerical procedures and systems.
• Solid working knowledge of office processes and business policy development.
• Proven interpersonal skills with experience providing administrative support with tact and diplomacy.
• Ability to work across teams with a variety of projects and constituencies.
• Highly organised with great attention to detail.
• Self-starter able to manage multiple priorities and adapt to change in a fast-paced environment.
• Bilingual in English and Spanish required, and excellent written and verbal communication skills.
• Strong level of discretion, professionalism, personal ownership, and attention to detail.

The Administrative Assistant supports assigned teams across client deliverable production, billing coordination, and meeting and event setup within a professional services environment. Working closely with internal and external clients and reporting to team leadership, this role enables accurate administrative workflows, timely client communications, and effective record management.

Key Responsibilities

• Assist with and provide support to assigned teams and locations across a variety of administrative tasks.
• Support time and expense entry, and assist with engagement management activities such as billings and new client acceptance.
• Assist with the production of client deliverables, and help draft, edit, and proofread business correspondence.
• Aid in the management and logistics of calendars and travel arrangements.
• Assist with the coordination of internal and external clients, including screening phone calls, facilitating client communications, and following up with clients as appropriate.
• Serve as a point of contact for internal clients regarding general administrative processes, including quality control, new client setup, and record management.
• Assist with internal meeting and event coordination and setup.

Qualifications & Experience

• High School Diploma or GED required.
• Minimum 1 year of related experience, preferably in an administrative or professional services role.
• Working knowledge of Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Ability to prioritise multiple tasks and meet deadlines.
• Ability to work independently and as part of a team.
• Ability to travel approximately 5% (may require some overtime hours).

Reporting to the Vice President and Head of the RWE COE, the Administrative Assistant provides comprehensive administrative support, including complex calendar management, executive meeting scheduling, and onboarding coordination for leadership and members of the RWE COE. Partnering with remote and onsite colleagues and external contacts, this role makes important contributions to the culture and operational effectiveness of the division.

Strategic Responsibilities

• Provide the full range of administrative support, including managing complex calendars, scheduling high-level time-sensitive meetings with senior stakeholders, managing travel arrangements, completing expenses, and coordinating onboarding for new colleagues, contractors, and fellows.
• Complete quality work on a timely basis, using judgement to prioritise and triage the most urgent issues and resolve them immediately.
• Demonstrate expert collaboration and communication skills, share knowledge, influence best practices, and coordinate workflow across remote and onsite colleagues and external contacts.
• Play an active role in the RWE COE community, including participation in group initiatives, collaborative symposia, and events.
• Handle correspondence and documents of a confidential nature, and respond to, create, compose, and edit written materials and email responses as appropriate.
• Work with other administrative colleagues to coordinate team meetings, prepare and edit agendas, minutes, action items, reports, and presentations.

Education & Experience

• BS/BA or equivalent degree with administrative experience demonstrating ability to carry out all office functions proficiently, including interfacing with senior management.
• 5+ years of administrative experience is ideal.
• Demonstrated strong self-starter, independent, proactive, and self-motivated with proven ability to anticipate needs, prioritise responsibilities, and manage multiple priorities with tight timelines.
• Excellent written and verbal communication skills with the ability to respond professionally at all levels of the organisation, including senior and executive leadership and external stakeholders.
• Excellent attention to detail, keyboarding, and proofreading skills.
• Proficiency in MS Word, Excel, PowerPoint, and Outlook.
• Ability to use good judgment with highly sensitive and confidential material.
• Ability to work well in a team environment and operate independently with minimal supervision.

The Administrative Assistant produces sales and asset reports, manages national dealer event logistics, and coordinates expense reporting for two wholesalers within a financial services environment. Reporting to department leadership and collaborating with dealer contacts and marketing teams, this role enables timely communication and well-organised promotional activities.

Work Activities

• Schedule appointments and meetings, and prepare dealer sales and asset reports.
• Answer calls and correspondence, and coordinate marketing materials, speakers, attendees, booths, and presentations for National dealer events.
• Complete expense and activity reports for two wholesalers, and summarise product and marketing updates.
• Review and distribute monthly reports to key dealer contacts and maintain the contact database.
• Attend marketing functions and activities which may extend beyond normal office hours.

Qualifications & Experience

• University degree and/or college diploma required.
• 1-2 years' experience within the financial services industry.
• Solid understanding of investment products and mutual funds.
• Fluent in computer skills in MS Word, Excel, and PowerPoint.
• Excellent time management, organisational, and administrative and client services skills.
• Strong verbal and written communication skills.
• Able to work in a team environment.

Sitting at the intersection of accounts payable and partner relationship management, the Partner Administrative Assistant oversees invoicing, purchase orders, supplier liaison, and restaurant engagement records for a cross-functional team, including Account Management and Sales. Operating across bookkeeping, contract organisation, and vendor communications, this role keeps partner accounts clean and partner needs fully supported.

Core Functions

• Maintain budgeting, sourcing, invoicing, planning, and vendor relationships.
• Provide a full spectrum of administrative functions, including restaurant settings, invoice management, and payment adjustments.
• Handle basic bookkeeping tasks and maintain account cleanliness and restaurant engagement records.
• Own the accounts payable function by liaising with suppliers, raising purchase orders, and following up on payments with the London finance team.
• Sort and organise contracts and relevant documents.
• Collaborate with cross-functional teams, including Account Management, Sales, and Office Management, to ensure partners' needs are met.
• Assist Account Managers with any ad hoc administration tasks as required.

Required Qualifications

• Experience in an administrative role.
• Fluency in Cantonese and English (written and oral) to communicate clearly with internal and external stakeholders.
• Great computer skills.
• Attentiveness to detail and strong organisational skills.
• Passionate team player who is self-driven with good self-management and a can-do attitude.
• Proactive with a desire to create a positive experience for others.

Reporting to senior leadership, the Administrative Assistant produces accurate meeting scheduling, travel itineraries, and expense reporting in support of senior executives and the broader administrative function. Collaborating with coordinators and assistants across the organisation, this role ensures leadership operations are consistently supported through sound logistics management.

Key Deliverables

• Assist in all aspects of meeting scheduling and preparation, and arrange travel by developing itineraries and agendas.
• Maintain strict confidentiality in all business and personnel matters.
• Answer calls and provide accurate and detailed messages.
• Review and respond to a variety of email communications.
• Track, organise, and submit expense reports.
• Manage miscellaneous tasks, projects, requests, and events as they arise.

Education & Experience

• Associate's and/or Bachelor's Degree.
• 5+ years of relevant experience in an Administrative Assistant, Executive Assistant, and/or Coordinator-related role.
• Microsoft Office Suite proficient, including Outlook, Word, Excel, and PowerPoint.
• Expertise in managing logistics, meeting deadlines, and navigating competing priorities.
• Highly organised with strong attention to detail.
• Excellent written and verbal communication skills.
• Great interpersonal skills.
• Computer-savvy.

Administrative Assistant builds and maintains the operational foundation of a new NXP research and development site by coordinating meetings, managing travel and visa processes, and overseeing office supplies, equipment, and import/export logistics. Reporting to Country Business Leaders and supporting globally distributed colleagues and Vietnam-based partners, this role ensures all administrative tasks are completed accurately and on schedule.

Activities

• Plan and facilitate internal and external meetings, conference calls, events, and trainings.
• Manage travel, including planning, booking, administration of the visa process, and expense reimbursement.
• Provide support in the coordination and planning of office and support functions needs, including space, equipment, laptops, and new joiners.
• Order and manage equipment and office materials, and administer the purchase order process.
• Manage import and export of NXP assets.
• Support new team members with guidance and knowledge in Business Operations, Processes, Systems, and Policies.
• Assist in coordinating activities across the organisation, including events, conferences, and face-to-face group meetings; plan and organise meetings and off-sites, prepare agendas, and coordinate all logistics.
• Carry out other tasks assigned by Country Business Leaders.

Education & Experience

• Bachelor's degree in Business Administration or a related discipline.
• 3+ years of experience in Administrative Assistance or Office Administration.
• Solid knowledge of Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• SAP knowledge is an advantage.
• Strong organisational and problem-solving skills with high-level multitasking abilities and mature time management skills.
• Strong accuracy and attention to detail.
• Open-minded and friendly attitude with a high level of service orientation.
• Fluent in spoken and written Vietnamese and English.

The Junior Administrative Assistant owns day-to-day office operations spanning event planning, IT equipment liaison, and credit card expense processing within a collaborative Admin Team. Reporting to the Office Managers and working in partnership with Finance and HR, this role keeps client-facing services and internal workflows running accurately and on time.

Key Responsibilities

• Work closely with the other members of the Admin Team to ensure the smooth operation of the office.
• Support both external and internal client needs with general admin tasks, including printing, binding, photocopying, booking couriers and taxis, and any ad hoc requests, etc.
• Set up meetings, meeting rooms, and technology to ensure a smooth and professional environment for all external and internal clients.
• Deliver a great customer service experience and act in a professional and understanding manner when liaising with external and internal clients in person, on the phone, or via email.
• Proactively support the organisation and planning of internal and external events; negotiate and liaise with venues, send invitations and collate attendee lists, organise printed materials, and assist with the organisation of events
• Work in partnership with the other members of the Admin Team to cover reception during office hours
• Proactively and promptly respond to queries directed to the Admin Team and liaise with the Office Managers to efficiently progress any duties assigned
• Assist with office supplies ordering and management, support with booking travel, and manage petty cash.
• Work closely with the Finance Team to process monthly office credit card expenses, create purchase orders, and manage supplier invoices and archiving.
• Manage the mobile phone subscriptions and the set-up of employees' iPhones.
• Liaise with the IT department to order, install, and maintain office IT equipment, and act as an IT reference for the office.
• Assist with the onboarding of new hires by ordering their IT equipment and welcoming them in the office on their first day.
• Assist with different payroll updates and collecting relevant HR documentation from employees.

Required Qualifications

• Previous experience working in a professional environment with a proven ability to deliver a high standard of customer service.
• Excellent written and verbal communication skills in English and/or French.
• Excellent relationship-building, organisational, and problem-solving skills.
• Ability to learn and think quickly on the job.
• Stay calm in a crisis and take the initiative.
• Good knowledge of Microsoft Office (particularly Excel).
• Interest in learning about technology.
• Ability to handle sensitive information and maintain discretion and confidentiality.
• Enthusiastic, positive, and flexible attitude with a 'can-do' approach.
• Comfortable with numbers and able to work both independently and as part of a team.
• Demonstrate the ability to follow policies and procedures clearly and the forethought to highlight necessary amendments, ensuring documentation is up to date.

Reporting to office leadership, the Administrative Assistant coordinates appointments, manages filing systems, and handles social media posts and bookkeeping for an office serving internal and external clients. Partnering with suppliers and the broader team, this role keeps office policies current and daily operations moving without interruption.

Day-to-Day Responsibilities

• Answer and direct phone calls, organise and schedule appointments, and act as the point of contact for internal and external clients.
• Write and distribute emails, correspondence memos, letters, and forms.
• Assist in the preparation of regularly scheduled work, including preparing material, pulling permits, and scheduling with appropriate authorities.
• Maintain a filing system and update and maintain office policies and procedures.
• Order office supplies, research new deals and suppliers, and maintain contact lists.
• Manage social media posts, assist with bookkeeping, and provide general support to visitors.

Qualifications & Experience

• High School degree.
• Additional qualification as an Administrative Assistant or Secretary is a plus.
• Proven experience as an administrative assistant or office admin assistant.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office.
• Excellent time management, prioritisation, attention to detail, and problem-solving skills.
• Excellent written and verbal communication skills and strong organisational skills with the ability to multitask.
• Capable of lifting to 50 lbs.

Sitting at the intersection of clinical administration and laboratory science, the Laboratory Administrative Assistant processes patient specimens, enters data into the LIMS, and resolves requisition discrepancies to support timely test results. Operating within a lab team and maintaining strict patient confidentiality, this role directly enables accurate and on-time specimen analysis from receipt through result delivery.

Key Responsibilities

• Accurately process patient specimens, including receipt and data entry into the Laboratory Information Management System (LIMS).
• Ensure proper and complete patient identification on requisitions and specimens.
• Appropriately label and prepare specimens for laboratory analysis.
• Perform clerical duties, including scanning and filing paperwork, and determine specimen suitability for analysis while resolving any discrepancies or issues.
• Maintain confidentiality of all patient and laboratory information, and work closely with lab staff to ensure timely processing of specimens.

Requirements

• Direct administrative experience preferred.
• Ability to manage logistics of all aspects of laboratory test orders from sample receipt to result delivery.
• Exceptional customer service.
• Strong communication skills via phone and email.
• Strong attention to detail, ability to multitask.
• Computer proficiency with good documentation skills.

Administrative Assistant oversees the critical path for key accounts from order placing through delivery, supporting the Product Director across all stages of product development, sales, and operations. Collaborating with internal teams and external clients, this role enables well-coordinated sales campaigns, showroom presentations, and distribution development for the brand.

Key Deliverables

• Assist the Product Director through all stages of product development, sales, and operations.
• Monitor and oversee the critical path for key accounts operations from order placing, production, and delivery.
• Coordinate customer sales appointments and showroom presentations.
• Support the preparation of sales campaigns, sales reporting, and order processing.
• Provide administrative support to the Product Director on all relevant workstreams.

Knowledge, Skills & Abilities

• Relevant operations and merchandising experience with strong organisational and analytical reporting skills and attention to detail.
• Self-starter with excellent communication skills at all levels.
• Strong time management and organisational skills.
• Passionate about the fashion industry with an entrepreneurial and dynamic mindset, able to thrive in a fast-paced environment.
• Proven ability to multitask.
• Fluency in English and at least one European language.

The Administrative Assistant creates reports and materials, coordinates promotions, and supports fundraising, employee activities, and administrative inquiries for the Marketing & Communications department. Reporting to the Vice President, Marketing and Communications, and working with internal and external customers, this role facilitates smooth departmental communications and well-organised programme delivery.

Day-to-Day Responsibilities

• Provide high-level administrative support to an assigned executive or director-level employee.
• Assist in the coordination of promotions, from verifying partnerships to sending internal notices to stores.
• Communicate with and follow up thoroughly with internal and external customers.
• Assist with Fundraising and Senior Club Programme, and employee activities and events as needed.
• Copy, collate, and prepare reports and materials for mailing, meetings, and other correspondence, and maintain filing systems as assigned.
• Respond to and resolve administrative inquiries and questions, and conduct research within skills and expertise to assist with projects or inquiries.

Qualifications & Experience

• Good communication skills in both oral and written English.
• Proficiency in Word, Excel, Illustrator (Mac), and PowerPoint.
• Good interpersonal skills, decision-making and assessment skills, and organisational skills.
• Ability to coordinate and prioritise multiple tasks accurately.
• Good teamwork and self-development skills.
• Ability to exemplify the company's Core Values.
• Physical requirements include prolonged sitting, frequent reaching and bending, and good speech, hearing, and sight for computer work and telephone communication.

Embedded within a financial planning team, the Administrative Assistant guides new clients onboarding, manages the Junxure CRM system, and handles portfolio maintenance forms and client service support. Working closely with the broader office as the resident CRM expert, this role enables accurate client records and a consistently well-organised client experience.

Key Deliverables

• Greet and direct visitors to the appropriate person, and manage phone calls and light correspondence, including emails, letters, and packages.
• Assist with client service work and meeting preparation.
• Manage electronic and traditional forms for new client onboarding and portfolio maintenance.
• Become the resident expert and key user of the CRM system (Junxure).
• Maintain a stock of office supplies and place orders when necessary.
• Perform other special projects and office and administrative duties as needed.

Background & Experience

• Proven office experience in a similar role preferred.
• Financial services experience preferred but not required.
• Proficiency in Microsoft Office Suite.
• Ability to learn computer programmes and systems essential for the job.
• Excellent attention to detail and accuracy, outstanding written and verbal communication skills, and strong customer service skills.
• Multitasking and time management skills, with the ability to prioritise tasks.
• Discernment in handling sensitive and confidential information.

Sitting at the intersection of compliance operations and legal services administration, the Compliance Administrative Assistant coordinates compliance projects, manages GDPR registers and SRA renewals, and oversees training monitoring for a professional services or law firm. Operating within the Compliance Team under senior compliance professionals, this role ensures registers, audit processes, and induction programmes consistently meet deadlines and procedural standards.

Delivery Expectations

• Assist with the management of compliance projects, including coordinating client questionnaires, managing compliance IT initiatives, and supporting cross-departmental projects.
• Assist with the administration of compliance software, including setup and training of new users, and deal with general compliance queries in compliance mailboxes, ensuring allocation to appropriate team members.
• Collate information on compliance incidents, update registers including GDPR, and ensure procedural templates and remedial actions are completed.
• Manage the annual Practising Certificate renewal and other SRA administrative requirements, and assist with the preparation of compliance-related guidance documents.
• Maintain and update Compliance's intranet site, assist with appropriate communications, manage induction training for new joiners, and oversee ongoing compliance training monitoring and reminders for lawyers and support staff.
• Assist with the Compliance audit of files, manage the audit programme and related processes, and assist generally with coordination and administrative tasks for the Compliance Team.

Required Qualifications

• Minimum 5 GCSEs or equivalent, including English and Maths at Grade C and above.
• Previous professional services or law firm experience is an advantage.
• Excellent English and grammar with high accuracy and attention to detail.
• Numerate with excellent written and verbal communication skills.
• Intermediate knowledge of Word, Outlook, PowerPoint, and Excel with intermediate formatting skills; proficiency in internet-based research and applications.
• Proven ability to learn new IT systems and processes.
• Excellent organisational and time management skills with the ability to prioritise work, meet and track deadlines, exercise initiative, work independently, and take instructions from senior members of the team.
• Strong team player, enthusiastic and proactive with high integrity, complete discretion, and confidence to engage with partners, fee earners, and all levels of staff.

A key member of the CEO's executive office, the Administrative Assistant coordinates meetings and travel, maintains filing systems, and updates social media and website content under the direction of the Personal Assistant to the CEO. Collaborating directly with the PA to the CEO to complete all tasks within defined timelines, this role keeps executive communications and administrative systems running efficiently and with strict confidentiality.

Key Responsibilities

• Maintain contact lists and computer and manual filing systems, and carry out administrative duties such as filing, typing, binding, and scanning.
• Answer phone calls directed to the CEOs and maintain polite and professional communication via phone and email.
• Produce and distribute correspondence memos, letters, and forms, and assist in the preparation of regularly scheduled reports.
• Handle sensitive information in a strictly confidential manner, and develop and update administrative systems to improve efficiency.
• Schedule and coordinate meetings and appointments, and make travel arrangements, including flights, car rentals, and hotel reservations.
• Update online and social media accounts, and maintain and update website content and online campaigns as required.

Qualifications & Experience

• Degree in Administration, Digital Marketing, or a Business-related area.
• At least 1 year of experience in a similar position.
• Knowledge of basic office management principles.
• Excellent knowledge of Greek and English (knowledge of Spanish is an important advantage).
• Good knowledge of MS Office.
• Experience using WordPress is an advantage.
• Exceptional communication, interpersonal, organisational, and time management skills with a keen eye for detail and a results-driven approach.
• Ability to work under pressure and under tight deadlines.
• Can apply out-of-the-box thinking to resolve problems proactively.
• Must maintain strict confidentiality and professional ethics.

Accurate artist contact databases and well-coordinated promotional trips depend on the Administrative Assistant, who manages scheduling, office operations, and trade publication monitoring for a record label team. Based within a department that interfaces with artists, managers, and internal functions, this role enables timely support for sales, marketing, and radio activities across the label.

Operational Focus

• Act as a liaison between RECORDS and a wide array of internal and external contacts, including senior management, artists, artist managers, vendors, and internal departments.
• Schedule meetings, arrange travel, answer phones, and provide overall administrative support to the team, and prepare business expense reports in a timely and accurate manner.
• Oversee general office needs, including maintaining office supplies, distributing daily mail, and maintaining subscriptions to trade publications.
• Help coordinate promotional trips, travel, and work orders for artists, coordinate food orders for meetings and events, and maintain a database of artist management and booking contacts.
• Stay current with buzz artists, attend live performances, analyse sales, marketing, radio, and insights information, and remain up to date on Billboard, Soundscan, BDS, R&R, Mediabase, and other trade publications.
• Help maintain social media accounts for RECORDS.

Background & Experience

• Minimum 1 year of prior administrative experience.
• Experience at a label preferred.
• Extensive knowledge of Nielsen Music Connect, Mediabase, Shazam, and other radio and sales charts.
• Strong computer skills, including MS Office - Word, Excel, and Outlook.
• A proactive, flexible self-starter with strong problem-solving, social, writing, and interpersonal skills.
• Exceptional communication and time management skills.
• Ability to manage time and priorities, juggle multiple projects and deadlines simultaneously, work independently, and work as a team player.
• Must maintain high levels of confidentiality.
• Available to work overtime and occasional evening showcases as required.

Reporting to a superior in a financial planning firm, the Administrative Assistant executes client communications, prepares client plans, and coordinates banking transactions and reimbursements for C-level executives and clients. Partnering with the firm's leadership to review and maintain client files, this role sustains accurate financial administration and well-managed client relationships.

Scope of Work

• Represent the firm to clients, proactively communicate with them, and manage their requests via email, phone, and written correspondence.
• Coordinate with the bank and follow office procedures for transactions, receipts, and reimbursements.
• Maintain client files and documents.
• Work with a superior to review and prepare client plans.
• Provide additional administrative duties.
• Assist with special projects as needed.

Required Qualifications

• Experience in financial planning, trust administration, and taxation or a similar field.
• Excellent communication skills with the ability to work with C-level executives.
• Strong organisational skills and high level of accuracy.
• A self-starter with critical thinking ability to anticipate needs and next steps.
• Tech-savvy with the ability to use or learn various computer systems.
• Able to handle confidential information with discretion and protect clients' privacy.
• Curious team player willing to learn more about financial planning.

As the Administrative Assistant, this role coordinates appointment scheduling, records management, travel, and office events for a manager and work unit within a classified government environment. The unit relies on this work to maintain compliant document classification, well-organised filing, and accurate administrative support across every team function.

Accountabilities

• Maintain a schedule of appointments and monitor telephones for a manager and/or other officers in the work unit.
• Assist with planning, scheduling, and organising meetings, conferences, and off-sites, and may participate as recorder and brief or present routine administrative information.
• Coordinate office events, including All-Hands meetings and off-sites, in collaboration with office management and support staff.
• Support planning and scheduling of travel arrangements.
• Review correspondence and other documents to ensure proper classification, and guide others on proper document preparation, classification, and routing.
• Establish or improve records management plans in compliance with pre-established protocols, and maintain and archive files accordingly.

Education & Experience

• High School Diploma or GED; Associate's Degree preferred.
• 2 years of prior administrative support or comparable experience.
• Demonstrated increased levels of complexity, responsibility, problem-solving, and independent judgment.
• Thorough knowledge of the MS Office Suite.
• Ability to communicate clearly and concisely.
• A strong customer focus orientation.

Branch Administrative Assistant designs and maintains branch filing systems, manages calendars and database records, and ensures compliance with company policies while serving as the key operational contact for branch staff. Reporting to branch leadership and working across the assigned work group, this role enables an efficiently run branch through accurate back-office support and professional customer service.

Job Functions

• Type, format, and produce documents such as proposals, presentations, correspondence, and standard reports.
• Establish and maintain record-keeping and filing systems for the branch.
• Maintain a calendar and contact database, schedule appointments, and make travel or conference arrangements for an assigned work group.
• Perform administrative duties, including conducting research, updating databases, and preparing collateral materials for mass mailings.
• Complete expense reports and reconcile receipts for a designated work group, and manage inbound and outbound mail for the branch.
• Answer phone call inquiries, research, and resolve problems requiring knowledge of department policies and procedures.

Qualifications & Experience

• Experience in an administrative support role.
• Previous banking, financial services, or mortgage experience preferred.
• Proficiency in Microsoft Office.
• Excellent customer service and written and verbal communication skills.
• Ability to work well under pressure and adjust to varying workloads.
• Remain independent, self-motivated, and organised.
• High-energy and positive attitude.

The Administrative Assistant crafts a professional first impression by welcoming visitors, managing calls, coordinating meetings, and overseeing facilities, catering, and onboarding logistics for a corporate office. Working closely with Finance and HR and collaborating with administrative staff to streamline workflows, this role ensures smooth daily office operations and accurate accounts receivable support.

Key Responsibilities

• Provide administrative support to management and other departments, including drafting correspondence, scheduling appointments, and performing additional clerical duties as needed.
• Order and maintain inventory of all office and kitchen supplies, and manage all incoming and outgoing mail and assigned mailing requests.
• Facilitate all meeting and conference room preparations, schedule travel, appointments, and meetings, and coordinate catering and logistics for all company meetings.
• Work closely with the Finance Department regarding accounts receivable and daily deposits, and coordinate onboarding logistics with the HR department.
• Monitor office workflows and collaborate with administrative staff to streamline processes and develop best practices.
• Greet and accommodate visitors and callers, route and resolve inquiries from all staff, and perform daily upkeep and light housekeeping of all shared office areas.

Minimum Qualifications

• Associate's degree or equivalent experience.
• Minimum 2 years of reception, administrative, and/or customer service experience.
• Strong professional writing skills.
• Proficiency in Microsoft Word and Outlook.
• Outstanding verbal communication skills and sound customer service competency.
• Excellent organisational skills and multitasking abilities.
• Ability to maintain a high level of confidentiality.
• Ability to build and foster relationships with clients and all levels of the organisation.
• Positive attitude, a friendly demeanour, and an approachable personality.

Embedded within the Caswell Equipment Engineering Team at Lumentum UK, the Administrative Assistant manages departmental invoicing, purchase orders, vendor liaison, and spare parts sourcing for the Wafer Fab Equipment Engineering Manager. Working with suppliers, service engineers, and internal departments, this role enables accurate procurement, AGILE document control, and well-prepared visitor and contractor experiences.

Core Functions

• Raise capital purchase requests, credit card and RS orders, and liaise with vendors regarding orders, returns, and non-technical support.
• Manage departmental invoicing and accounting, raise purchase orders, obtain quotes for non-stock parts, and add new vendors and consumable parts to stock.
• Manage departmental systems and databases, including Training, PMs, Spares, and expenses, and administer AGILE document control.
• Assist with sourcing alternative spare part providers and organise dispatch of spares and repairs, including completing necessary forms.
• Assist with various departmental HR duties, including absence management and recruiting.
• Prepare for and host visitors and service engineers, including RAMS, inductions, and permits.

Qualifications & Experience

• Educated to a minimum of English and Mathematics GCSE proficiency level.
• At least 2 years' experience in an administrative or similar role.
• Computer literacy in Word, Excel, PowerPoint, and Outlook.
• Basic knowledge of SAP or Oracle.
• Excellent communication skills, excellent organisational skills, and the ability to engage professionally with employees at all levels.
• Pro-active, self-motivated, and able to exercise judgement and make decisions based on company policies and procedures.
• Good teamwork and collaboration skills.
• Adaptable and willing to undertake reasonable duties outside the job description.
• Able to exercise discretion and maintain confidentiality.

Reporting to the leadership team at the East Moline Plant, the Administrative Assistant manages phone screening, appointment scheduling, travel reservations, and report composition for plant leaders and their colleagues. Partnering with clients and colleagues across the facility, this role ensures day-to-day office operations run smoothly, and leaders are consistently supported with accurate documentation and well-prepared meetings.

Role Responsibilities

• Support the leadership team with daily clerical tasks.
• Plan meetings, including internal and external venues, food, and beverages.
• Screen phone calls, provide information to callers, and connect callers to appropriate people.
• Schedule appointments and update the calendar.
• Make travel arrangements and reservations for leadership team members.
• Compose and type reports and correspondence, and create spreadsheets and presentations as directed.

Qualifications & Experience

• Minimum of 4 years of administrative experience at the executive level.
• In-depth understanding of office management and daily operations.
• Effective business writing skills and communication etiquette.
• Proficiency in MS Office, including word processing, spreadsheet, calendaring, and presentation tools.
• Hands-on experience with office equipment.
• Strong organisational and time management skills.
• Ability to liaise with external contacts and high-level individuals within PPG.

Sitting at the intersection of administrative operations and financial oversight, the Administrative Assistant manages meeting arrangements, calendar coordination, document production, and budget and inventory tracking for managers and a department. Operating across multiple support groups and reporting to department leadership, this role enables accurate data management, timely reporting, and well-coordinated department events.

Scope of Work

• Plan and coordinate meeting arrangements, including travel and lodging, and manage calendars of meetings and details for events for managers and the department.
• Make arrangements for presentation materials and equipment, and ensure all event arrangements are handled.
• Compose and produce documents, maintain relevant databases and related records, and update and maintain departmental websites.
• Research, analyse, and summarise data for reports independently, and assist with department budget, process expense reports, and organise and maintain department filing systems.
• Answer phones, route callers, take messages, respond to inquiries, greet visitors, and handle walk-in inquiries.
• Order supplies and equipment, make requests for repairs and services, and monitor and update inventory, budget, and account records.
• Create, maintain, and collect data for standard reports, charts, graphs, spreadsheets, and databases, and handle confidential matters appropriately.

Required Qualifications

• High School education or equivalent.
• Minimum 1-2 years of administrative support experience preferred.
• Intermediate Microsoft Office skills or better in Word, Excel, and PowerPoint.
• Good internet search skills and knowledge of computer applications.
• Strong analytical, problem-solving, and time management skills with the ability to meet critical deadlines.
• Good verbal and written communication and listening skills.
• Ability to deal successfully with the public in person and over the telephone.
• Flexible and willing to assist with coverage in other departments.
• Demonstrated ability to handle multiple tasks in a fast-paced environment with high attention to detail.
• Good organisation, discretion, and independent judgement.

A key member of the Philadelphia site leadership support structure, the Administrative Assistant manages complex calendars, coordinates meetings with catering, and processes Concur travel and expense reports for the General Manager, Project Management department, and Senior Leadership Team. Collaborating with other administrative assistants and working independently on special projects spanning Finance, Employee Engagement, and EHS, this role enables confident and accurate operational support across a pharmaceutical environment.

Strategic Responsibilities

• Perform professional-level tasks that are sensitive in nature, requiring independent judgment, initiative, and tact.
• Schedule and organise internal and external meetings and conferences, including attendees, conference rooms, catering, and clean-up, and coordinate and manage offsite and onsite logistics as needed.
• Liaise with other Administrative Assistants to coordinate meeting preparation, agenda preparation, and catering needs.
• Work independently on a variety of special projects, including Finance, Project Management, Employee Engagement, and EHS.
• Manage complex calendars using MS Outlook with flexibility for last-minute changes and urgent requests, and process and reconcile travel and expense reports using Concur.
• Answer and screen telephone calls for senior leaders, and organise and maintain confidential files, records, and office and break room supplies.

Education & Experience

• Bachelor's degree in a Scientific-related field is highly preferred, minimum High School Diploma or GED required.
• Experience within a pharmaceutical environment is a plus.
• Advanced MS Office 365 skills, including PowerPoint, Excel, and Word, SharePoint and Visio are a plus.
• Strong interpersonal, written, and verbal communication skills with a professional demeanour for interactions with internal and external customers.
• Proactive with calendar management and meeting preparation, self-motivated, process-oriented, and customer-focused.
• Ability to handle highly confidential information with discretion, evaluate administrative problems, exercise good judgement, prioritise, multitask, pay attention to detail, and work under pressure to meet tight timelines.

Smooth Cisco programme facilitation and aligned executive priorities depend on the Administrative Assistant, who manages global travel, calendar coordination, and business reporting for the Americas Renewals team under the EA to the VP of CX Global Renewals. Serving within a high-paced cross-functional environment, this role enables process improvement, timely communications, and well-organised global team operations.

Ownership Areas

• Manage global travel, coordinate calendars, and schedule global team meetings.
• Build and analyse reports to manage the business, and assist in executive communications, including presentations and written communications.
• Manage day-to-day administrative processes and coordination with the Renewals team with little to no supervisory input.
• Deal professionally with sensitive and confidential matters and materials.
• Recommend process improvements and innovations for the supported executive and their team.
• Work very closely with the EA to the VP of CX Global Renewals to align with that VP's priorities and expectations, and facilitate Cisco programmes, policies, and procedures using experience and good judgement.

Qualifications & Experience

• Associate's degree preferred.
• Experience supporting at the Executive level in an administrative environment, or a combination of education and experience.
• Expert-level knowledge of Windows desktop applications, including Outlook, Word, Excel, and PowerPoint.
• Advanced desktop calendar management experience.
• Ability to format presentations and use financial programming applications.
• Excellent verbal and written communication skills, including the ability to communicate with all levels of Executive and Senior staff and clients.
• Ability to function in a very high-paced environment with experience in planning meetings and coordinating travel.
• Teamwork and collaboration, work in an organised and disciplined manner, are detail-oriented, and generally receive no instruction on routine tasks.
• Problem-solving of a complex nature based on experience and knowledge.

As the Administrative Assistant, this role runs payroll support, recruiting coordination, and executive administrative duties alongside management of the Customer Experience Centre for an ABB site. The HR and operations functions rely on this work to sustain compliant time approval, streamlined office standards, and well-organised recruitment and visitor management processes.

Job Functions

• Manage the Customer Experience Centre for customer and business visitors, set up meeting spaces, and serve as the first contact for vendors and guests.
• Perform general administrative duties for the leadership team, including managing calendars, schedules, and travel arrangements, and maintaining expense reports.
• Work with confidential data and maintain confidentiality, prepare presentations meeting ABB Branding specifications.
• Standardise the use of correct communication templates and ensure office standards are upheld, and office processes are streamlined.
• Provide payroll support and sign-off for the hourly population, ensuring compliance and consistency in approving time.
• Support recruiting initiatives at the site, including job postings, scheduling, bid maintenance, requisition tracking, and reports.

Qualifications & Experience

• 2 years of college or equivalent, four-year degree preferred.
• Minimum of 3 years of experience, including 2 years of administrative experience at the executive level, preferred.
• Proven experience with current versions of Microsoft Office Suite and ability to quickly grasp new technologies.
• Experience with SAP, Workday, Kronos, and database applications preferred.
• Strong written and verbal communication skills with high analytical skills and the ability to handle confidential information.
• Self-starter adept at multitasking.
• Must have existing work authorization to work for ABB in the United States.

Administrative Assistant runs secretarial duties, event staffing, and stakeholder coordination for the Country Manager and ETS Korea operations spanning TOEFL, TOEIC, GRE, and CTAS programmes. Success in the position means accurate budget planning, well-staffed test events, and professional first-contact service for universities, government bodies, and general enquiries.

Key Responsibilities

• Perform secretarial duties for the Country Manager, including managing appointments, scheduling activities, tracking outstanding actions, and preparing expense reports.
• Collect and validate invoices and staff expense reports, and manage office supply stock and replenishment within the supply budget.
• Assist ETS Korea staff members as the key administrative employee for TOEFL, TOEIC, GRE, and CTAS events in terms of budget planning and staffing.
• Coordinate with universities, institutions, and government bodies for TOEFL score verification requests, and act as a primary contact for general enquiries via email and telephone.
• Welcome on-site visitors professionally, work on ad hoc tasks and special projects as directed, and serve as backup for the Operations Manager as required.

Qualifications & Experience

• Highly motivated BA degree holder or above.
• Entry-level or up to 3 years of experience as an Office Admin or Executive Assistant.
• Experience in multinational corporations preferred.
• Good English is a must; high proficiency in Microsoft Office Professional, Microsoft Outlook, and Hangul software.
• Proven ability for event coordination with excellent analytical, communication, interpersonal, and strategic skills.
• Innovative thinker, outgoing, and motivated with the ability to interact with company executives professionally and a strong understanding of customer and market dynamics.

The Administrative Assistant leads phone enquiries, course material quality checks, and invoicing for a local business and its subcontractors delivering training to clients across an international team. Reporting to local management and collaborating with team members globally, this role ensures course materials reach participants accurately and on time and that client briefings and marketing activities run without disruption.

Core Responsibilities

• Answer phone enquiries and act as the client's point of contact when needed.
• Check the quality and translation of course materials and ensure they are shipped to participants promptly.
• Provide administrative support for the local business and subcontractors, including assisting with presentations, preparing documents, and some translations.
• Provide general support for briefings and other marketing activities.
• Handle invoicing and billing.

Required Qualifications

• Previous administrative support experience.
• Full proficiency in Microsoft Outlook, Word, PowerPoint, and Excel.
• Sophisticated telephone skills and excellent attention to detail.
• Full fluency in English and Japanese, including written, spoken, and reading of both languages.
• Previous international exposure is an asset.
• Hands-on team player who is flexible and able to orchestrate all necessary support functions and adapt as needed to ensure work is completed promptly.

Embedded within the Zaventem office, the Administrative Assistant delivers facilities management, invoice verification, fleet administration, and travel coordination for the Managing Director and multiple divisions. Working closely with suppliers, HR services, and department heads, this role ensures the organisation maintains a clear structure and efficient operations across onboarding, offboarding, and day-to-day administration.

Day-to-Day Responsibilities

• Prepare presentations, memos, notes, and letters, and route telephone calls and emails.
• Arrange travel and manage administrative support for the fleet.
• Verify and register invoices, support budgeting and other financial needs, and manage suppliers, office supply stock, and orders.
• Support the organisation of meetings and events, and administer subscriptions and memberships to trade associations and magazines.
• Manage facilities, including maintenance and cleaning services, and welcome visitors and provide assistance as needed.
• Open, sort, and distribute mail and correspondence to the right person.
• Support HR services and employee-related matters as necessary, and provide organisational support for the onboarding and offboarding of employees.

Qualifications & Experience

• Bachelor's degree in business, administration, or a related field, or equivalent experience.
• First proven experience in general administration.
• Good use of Microsoft tools.
• Highly developed organisational skills with a high degree of accuracy and attention to detail.
• Ability to maintain confidentiality, integrity, diplomacy, and tact at all times.
• Capability to work independently with a proactive approach.
• Excellent team player with strong communication and relationship management skills.
• Open and adaptive to change.

Reporting to a manager across a department and business unit, the Administrative Assistant leads general ledger balancing, personnel and payroll record keeping, and customer service support for internal and external customers. Partnering with the business unit and reporting to leadership, this role sustains accurate financial reporting, monthly budget forecasting, and responsive service across all assigned functions.

Scope of Work

• Perform moderately complex to complex administrative tasks for a manager, department, and/or business unit, including compiling information and preparing reports, balancing general ledger lines and expense accounts, and assisting with personnel and payroll processing and record keeping.
• Screen and selectively refer callers, and answer questions regarding business unit policies and procedures.
• Work closely with internal and external customers to meet their service needs.
• Provide support in the areas of reporting, customer and business documentation, and sales and service goals.
• Monitor and assist with forecasting monthly budgets, and perform special projects as requested.

Qualifications & Experience

• Experience with Concur Travel and Expense required.
• Experience with calendar management and setting up meetings.
• Experience supporting remote managers or managers at other sites is a major plus.
• Strong gatekeeping skills.
• Demonstrated ability to maintain confidentiality.

Sitting at the intersection of human resources and office administration, the Administrative Assistant builds and maintains HR processes, including blue-collar payroll, work pass applications, and employee lifecycle administration for the Singapore business under the HR Manager. Operating across recruitment, facilities, and finance coordination, this role improves operational efficiency and opens a clear path for advancement in an HR career.

Key Responsibilities

• Support recruitment by posting job advertisements, shortlisting and scheduling interviews, and conducting background checks.
• Administer employee movements, including onboarding, confirmation, transfer, and resignations.
• Manage employees' leave and attendance, work passes applications, renewals, and cancellations, and administer staff benefits, including insurance enrolment and claims.
• Calculate payroll for blue-collar workers and manage employment contract renewals; maintain and update HR database and employee files.
• Handle employee enquiries professionally and ensure compliance with regulatory Safe Management Measures.
• Support external audits, policy drafting, and document control.
• Manage office consumables, general maintenance of office equipment, vendor liaison, timely insurance renewals, and hotel, air ticket, and visa arrangements.
• Perform reception duties, including answering main line calls and mail distribution, and work with Finance to arrange payments.

Required Qualifications

• GCE "O" Level or Diploma holder.
• Minimum of 1 year of relevant working experience in HR and Administrative Support.
• Good written and spoken English.
• Basic Mandarin to interact with Mandarin-speaking counterparts.
• Basic knowledge of Microsoft Office, including Word, Excel, and PowerPoint.
• Good interpersonal skills with the ability to communicate at different levels.
• Independent, meticulous, and able to multitask.

A key member of the plant administrative team, the Administrative Assistant leads general affairs spanning uniforms, cafeteria, shuttle bus, and annual events while managing general vendors and supporting expansion project planning for plant leadership. Collaborating with internal and external institutions under the Admin supervisor and manager, this role builds a positive working environment and sustains effective public relations across the facility.

Primary Duties

• Manage general affairs including uniforms, cafeteria, shuttle bus, housekeeping, landscaping, hotel, gym, employee club, welfare delivery, annual travel, annual party, and family day.
• Conduct plant-wide communication and VOC collection, and propose suggestions for management team decisions.
• Hold plant-wide activities to create a positive working environment, and build and maintain public relations with internal and external institutions.
• Collaborate with the expansion project team for all layout pre-work and planning, manage general vendors, and handle employee urgent cases.
• Schedule appointments and meetings for plant leadership, arrange logistics and meals, and collect and prepare information for discussions.
• Use computer skills to prepare correspondence, reports, tabulations, presentations, and meeting notes, and undertake special projects as needed.

Education & Experience

• Bachelor's degree majoring in English, Business Administration, or a related field.
• Experience as an Administrative Assistant in a multinational company.
• Special project planning experience.
• Fluent and professional English language skills.
• Good skills in Excel, Word, and PowerPoint.
• Good communication and interpersonal skills.
• Well-organised, detail-oriented, flexible, and responsible working attitude.
• Willingness and capability to take on challenging, deadline-driven assignments.

Well-organised talent operations and strong cross-departmental relationships depend on the Administrative Assistant, who delivers talent tracking, influencer research, and executive calendar and expense management for the Viacom Digital Studios talent department. Based within a team supporting two senior-level VPs across Nickelodeon, AwesomenessTV, BET, MTV, and Comedy Central, this role enables accurate gifting coordination, talent database management, and seamless interdepartmental communication.

Key Responsibilities

• Answer phones, maintain executive calendars, manage expenses and finances, and make travel arrangements for executives and talent.
• Handle interdepartmental communications and meetings.
• Create, maintain, and communicate all talent tracking information, documents, databases, and grids for internal and cross-departmental use.
• Conduct heavy research on evolving talent and influencer pool.
• Lead all aspects of talent gifting on behalf of the department.

Qualifications & Experience

• College degree required.
• Talent desk experience in a Talent Agency or Talent Management Agency required.
• Proficiency with Microsoft Office and the Google Docs suite.
• Well-versed and passionate about digital entertainment, social media, and pop culture.
• Passionate about and comfortable around talent in a fast-paced environment.
• Clear communication skills with the ability to prioritise and manage multiple competing priorities; excellent organisational skills with the ability to anticipate and solve problems.
• Initiative, diplomacy, flexibility, and strong interpersonal skills to build relationships across production, finance, business affairs, sales, and creative departments.

As the Administrative Assistant, this role builds working relationships with customers, vendors, and subcontractors while managing AIA billings, subcontractor change orders, insurance tracking, and Textura payment coordination for a construction project team. The project management function relies on this work to sustain accurate documentation, timely payment processing, and well-maintained SharePoint files across every project workstream.

Scope of Work

• Establish and maintain a professional working rapport with peers, project team members, and office personnel.
• Assist with job start-up, including setting up welcome letters and other required forms.
• Assist with change management and subcontractor change order handling, AIA monthly billings, subcontractor billing, and compiling of reimbursable cost invoices for monthly billing.
• Process and track owner-direct purchases, monitor subcontractor insurances, and track the Notice to Owner log.
• Coordinate payments through Textura, including waiver collection, and set up and upload files in SharePoint.

Required Qualifications

• 5 years of administrative experience.
• Background in construction is a plus.
• CMIC and/or Textura experience is a plus.
• Proficient in computer skills in Excel and Word.
• Excellent interpersonal skills to interact with customers, vendors, suppliers, and subcontractors.
• A can-do attitude and willingness to learn.

Reporting to the Booking and Programming Specialist, the Administrative Assistant, Programming leads venue calendar management, event scheduling, and VenueOps integration support across SoFi Stadium and the Hollywood Park campus. Working closely with the Booking and Programming Specialist and the Conversion Calendar Manager, this role enables accurate event coordination, data analysis, and well-documented workflows for the Programming department.

Engineering Responsibilities

• Maintain constant communication regarding the event calendar with the Conversion Calendar Manager to ensure all events are coordinated into the schedule with appropriate buffers.
• Assist in the preparation of regularly scheduled reports and support in creating documentation for workflows to explain to new and existing team members.
• Assist the Booking and Programming Specialist with VenueOps integration projects as needed.
• Schedule calls, meetings, and appointments; prepare pre-meeting agendas and follow-up action items.
• Provide excellent customer service and response to the Hollywood Park community and external clients for all venues and campus.
• Execute key research and analysis that leads to actionable recommendations for different functional areas of the business.
• Provide daily office assistance, including answering phones, mail and FedEx handling, filing, organising, and ordering supplies.
• Provide administrative support to the department head, including calendar ownership and additional assignments.

Qualifications & Experience

• Bachelor's Degree.
• 1-2 years of data analytics experience is a plus.
• Familiarity with venue operations and experience creating and formatting digital documents preferred.
• Proficient in Google Suite products, including Google Analytics, and Microsoft Word, Excel, Outlook, and PowerPoint.
• Strong project management, organisational, and time management skills.
• Strong verbal and written communication skills.
• Keen attention to detail, strong conflict resolution, problem-solving and decision-making skills, and impeccable ability to prioritise tasks.
• Ability to build and maintain productive, positive relationships.
• Flexibility to adapt to changes as needed, and able to work nights, weekends, and holidays.
• Strong interest in music, sports, and live entertainment, passion for cutting-edge technology and innovation, with the ability to explain and demonstrate value.
• Venue and event industry experience helpful but not required.

The Administrative Assistant leads end-to-end quote and order management for regional customers by reviewing custom quote requests, gathering make-to-order specifications, and coordinating across Marketing, Operations, Manufacturing, and Planning in a biotechnology or manufacturing environment. Serving as the primary liaison between customers and the business, this role delivers accurate order fulfilment, timely customer communication, and well-maintained CRM and ERP records.

Key Responsibilities

• Serve as the primary point of contact and liaison between the customer and the business, managing daily coordination of all customer-facing activities related to quotes and order management, including follow-up and resolution.
• Communicate with external customers via phone and email, and interact directly with intercompany and international offices to support regional customers.
• Interact with Marketing, Operations, Manufacturing, Technical Application and Product Support, Planning, and other functional groups to drive the process from quote to order fulfilment.
• Respond accurately to customer and internal personnel inquiries, providing pricing, availability, terms and conditions, and other product and order-related information.
• Review custom quote requests and prepare sales quotations, ensuring accuracy and configuration compatibility to allow for the successful creation of corresponding sales orders.
• Gather customer requirements and specifications for make-to-order product configurations and pricing, ensure appropriate approvals and documentation are present before completing transactions, and maintain technical accuracy of quote and order management processes using various software and business tools.

Qualifications & Experience

• BA/BS degree preferred.
• 3-5 years of customer service experience within a similar industry.
• Prior experience in a biotechnology or manufacturing environment preferred.
• Working knowledge of quote and order management processes.
• Experience with SAP or a similar ERP system is highly preferred.
• Experience with Salesforce or a similar CRM system preferred.
• Demonstrated proficiency in MS Word, MS Excel, and email systems.
• Excellent verbal and written communication skills with close attention to detail, order accuracy, and compliance with department standards.
• Effective organisation, planning, and time management skills, and the ability to troubleshoot and resolve customer complaints.
• Customer advocate with the ability to foster and maintain relationships.
• Proactive self-starter able to work independently with minimal supervision, suggest process improvements, and manage additional complex projects requiring sound judgement and product-specific knowledge.