BUSINESS ADMINISTRATIVE ASSISTANT JOB DESCRIPTION

A quiet truth about shared services centers: when the administrative layer fails, senior leaders lose hours, cross-departmental workflows stall, and even routine compliance tasks fall behind. The Business Administrative Assistant keeps that from happening. Working inside a multilingual SSC environment, where coordination spans HR, Finance, IT, and external service providers simultaneously, this role owns the operational rhythm that keeps each department functional. It is a position that demands fluency across both formal business English and at least one additional working language.

You will own the day-to-day administrative infrastructure of an Operations or Shared Services department, serving as the Business Administrative Assistant who ensures meetings, records, travel logistics, and cross-functional communications run without friction. Accountability spans internal stakeholders at every seniority level as well as external vendors, with direct exposure to department leadership who depend on this function for continuity during planned and unplanned absences.

Career Impact: Consistent ownership of senior leadership calendars and operational workflows inside a shared services center accelerates your standing as a trusted administrative partner, a profile that opens doors to Executive Assistant and Operations Coordinator roles.

Business Impact: When cross-departmental coordination breaks down in an SSC, downstream teams absorb the cost in delayed approvals, missed vendor payments, and compliance gaps, this role prevents that chain of failures for every department it supports.

Growth Opportunity: Daily exposure to HR, Finance, and vendor management processes builds a cross-functional fluency that increases your market value for senior administrative, office management, or operations analyst positions.

• Coordinate internal and external meetings across departments, including logistics, agenda preparation, and minutes in English and one or more additional working languages.
• Liaise with HR, Finance, IT, and external service providers to support daily operational needs across the shared services center.
• Organize business travel for staff, covering transport booking, accommodation, documentation, and visitor itinerary preparation.
• Track employee attendance records, including personal days, sick leave, and vacation balances, ensuring accuracy across reporting periods.
• Prepare weekly and monthly operational reports, consolidating data from multiple departments for leadership review.
• Manage office supply ordering, equipment handover, and facility upkeep to maintain a fully operational workplace.
• Support employee onboarding and offboarding administration, including meal cards, access cards, and equipment transfers.
• Deputize for team members during absences to ensure continuity of administrative service across the department.

• Bachelor's degree in Business Administration, Economics, or a related field, or equivalent work experience.
• 2 or more years of administrative support experience, with demonstrated exposure to multi-department or shared services environments.
• Professional proficiency in English at B2 level or above, with fluency in at least one additional language relevant to the operating region.
• Strong organizational and prioritization skills with the ability to manage competing deadlines across multiple teams simultaneously.
• Advanced working knowledge of MS Office applications, including Word, Excel, and PowerPoint.
• Clear and accurate written communication skills for both internal correspondence and external stakeholder contact.
• Demonstrated attention to detail in data entry, document filing, and record maintenance.

• Prior experience in a multilingual or internationally distributed shared services center.
• Familiarity with HR administrative processes, including absence tracking and employee onboarding documentation.
• Exposure to vendor or procurement coordination, including invoice handling and service provider communication.
• Driving license (B category) or equivalent, where operational travel is required.

• Meeting minutes accuracy and on-time distribution rate, reflecting coordination quality across multilingual sessions.
• Travel booking lead time versus last-minute request ratio, measuring proactive planning against reactive workload.
• Attendance record error rate per monthly reporting cycle, tracking data entry precision for HR-adjacent functions.
• Absence coverage completion rate, indicating how reliably continuity is maintained when team members are unavailable.
• Vendor and service provider response turnaround, measuring communication follow-through with external stakeholders.
• Typical tools: office productivity suites (commonly MS Office 365); collaboration and scheduling platforms (commonly shared calendar and intranet tools).

• Base Salary Range: $40,000 to $52,000 per year
• Bonus: Discretionary annual bonus, typically 3 to 5%
• Equity: Not standard for this level
• Health Benefits: Medical, dental, and vision coverage
• PTO: 10 to 15 days annually, plus public holidays
• Common Perks: Meal or commuter subsidies common in SSC environments; professional development support

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

Background screening, including employment history and reference verification, is a condition of employment for this position. All applicants are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation during the application or onboarding process should notify the hiring team. Candidates must hold valid authorization to work in the United States.

The Business Administrative Assistant owns end-to-end document management for laboratory groups at the RTP site, generating and revising reports, Certificates of Analysis, and protocols with minimal guidance. Working closely with Project Directors and laboratory personnel, this role builds operational accuracy across compliance, recordkeeping, and notebook distribution to support uninterrupted scientific workflows.

Key Responsibilities

• Provide administrative support to Project Directors and laboratory personnel in the Laboratory groups at the RTP site.
• Comply with divisional and site Environmental Health and Safety requirements.
• Generate and revise reports and Certificates of Analysis with minimal guidance and errors.
• Format and revise methods and protocols into Catalent standard format and route for approval or file in the appropriate location.
• Assemble and distribute laboratory notebooks without errors, printing appropriate methods as needed.
• Scan and file documents.

Required Qualifications

• Bachelor's degree in a relevant field or equivalent work experience.
• Experience in office administration within a laboratory or scientific environment.
• Proficiency in Microsoft Office Excel and Word, with the ability to handle large volumes of data entry accurately.
• Knowledge of SOPs and organizational policies to support laboratory needs.
• Proven ability to multitask, establish priorities, and work effectively under pressure to meet deadlines.
• Ability to work independently toward assigned objectives and collaborate across groups within the company.

Embedded within the Events and Marketing teams, the Business Administrative Assistant manages event registration and nomination submissions while serving as the primary contact for incoming customer inquiries by phone and email. Working closely with Events and Marketing Directors, this role enables accurate, timely support for third-party telemarketers and internal departments through well-maintained reports and responsive bilingual service.

Core Functions

• Provide excellent customer service through phone and email in a timely and accurate manner.
• Develop and maintain in-depth knowledge of brands and events.
• Answer incoming customer inquiries regarding registration, event information, nomination information, and general event questions.
• Build and maintain event and nomination reports in collaboration with Events and Marketing Directors.
• Manage event registration and nomination submissions using relevant software systems.
• Act as a liaison between third-party telemarketers and internal departments.
• Provide project support to other team members and departments as needed.

Qualifications & Experience

• Experience in customer support or client service roles.
• Knowledge of the Swoogo registration database and Google Workspace.
• Clear and effective written and verbal communication skills, with a customer-oriented approach.
• Fluency in both French and English is required.
• Strong organizational and time management skills, with the ability to multitask and problem-solve.

Reporting to the leadership team, the Business Administrative Assistant supports a broad range of office and facilities activities, including meeting room bookings, courier coordination, and mail distribution across internal and external channels. Partnering with SSC employees and the reception desk, this role ensures the daily physical and logistical operations of the department run smoothly and on schedule.

Primary Duties

• Perform a variety of administrative and office support activities for the department.
• Ensure timely and correct distribution of mail, both internally and externally.
• Handle telephone inquiries and work with the common reception desk to receive and guide guests.
• Order snacks, beverages, and lunch for meetings, and manage meeting room bookings and access cards.
• Provide personal assistance to the leadership team and handle courier, taxi, and postal orders.
• Manage office material handling, distribution, and assist in organizing business travel for SSC employees.

Skills & Qualifications

• 1 or more years of experience in office administration or event management.
• Strong service orientation, communication skills, and stakeholder management skills.
• Precise, organized, and accountable approach to work, with strong problem-solving skills.
• Proactive mindset with a team player attitude, accuracy, and ability to meet deadlines and set priorities.
• Fluency in English and Hungarian.

Sitting at the intersection of finance, HR, and operations, the Business Administrative Assistant delivers cross-functional administrative coordination, including business travel organization, absence tracking, and monthly reporting for management and internal departments. Operating across internal teams and external stakeholders such as service providers and equipment suppliers, this role shapes the reliability of daily office operations in an international environment.

Duties

• Liaise with Management, Finance, HR, and IT Departments for daily activities.
• Maintain communication with external stakeholders, including service providers and equipment suppliers.
• Organize business trips for staff, covering transport, accommodation, visitor agendas, and required documents.
• Record working hours and track employee absences, including personal days, sick leave, and vacation days.
• Manage employee handover processes, including meal cards and equipment transfers.
• Prepare monthly, weekly, and ad hoc reports and ensure the office is properly maintained.

Experience & Qualifications

• Bachelor's degree in Economics, Business Administration, or a related field.
• 0 to 1 year of previous work experience, with prior experience in a similar role considered an advantage.
• Advanced knowledge of MS Office applications including Word, Excel, and PowerPoint.
• Strong attention to detail, organization, planning, and problem-solving skills.
• Team player capable of working in a dynamic and international environment.
• Proficiency in written and spoken English at B2 level or above.
• A driving license (B category) is considered an advantage.

A key member of the Lease Admin team, the Business Administrative Assistant leads invoice verification, document coordination, and tenant and landlord correspondence to support accurate property and lease administration. Collaborating across internal stakeholders, the Lease Admin team, and management, this role builds the document integrity and financial accuracy required for effective real estate portfolio operations.

Functions

• Receive suppliers' invoices in physical and electronic format and verify invoiced amounts by applying accounting codes.
• Send invoices for approval to the Property Manager and handle printing, scanning, and archiving of invoices and lease agreements.
• Draft and send correspondence to tenants, landlords, and suppliers regarding invoices, credit notes, and refunds.
• Update Excel files with real estate tax amounts and review service charge reconciliation against previous years.
• Coordinate document flow between the organization and Lease Admin and provide general administrative support to the Lease Admin team.
• Respond to various requests from management and internal stakeholders.

Professional Experience

• Minimum 3 years of experience in administrative support.
• Experience in real estate or property administration is an advantage.
• Strong attention to detail.
• A client-oriented approach.
• Excellent verbal and written communication skills.
• Full proficiency in Dutch and French, with English considered a plus.

Continuity across the Operations Department depends on the Business Administrative Assistant, who delivers autonomous administrative support including meeting coordination, document publication, and bilingual meeting minutes in English, French, or German. Based within the Operations team and deputizing for colleagues during absences, this role serves as the operational backbone that allows department activities and change request processes to proceed without interruption.

Accountabilities

• Provide autonomous administrative support to management and employees of the Operations Department.
• Organize and manage various internal and external meetings.
• Manage department-specific tasks including document publication, operational tool management, and change request processes.
• Provide meeting minutes in English and French or German depending on language profile.
• Deputize for team members during absences to ensure continuity of daily activities.

Background & Experience

• Minimum 5 years of experience in a similar administrative function.
• Good knowledge of MS Office 365 and general comfort with digital tools.
• Solid time-management and prioritization skills with strong customer focus and ability to manage stress.
• Open, proactive, and flexible personality with the ability to integrate quickly into a team.
• Minimum C1 level in English, native French (C2) or German at B1 level minimum.

As the Business Administrative Assistant, this role supports daily Association management through database and membership platform updates, event coordination, and general communication activities, including website updates, newsletter production, and social media publications. The Association relies on this work to maintain accurate member records, a consistent digital presence, and effective delivery of hybrid and online meetings for its membership base.

Areas of Ownership

• Assist with the daily management of the Association.
• Support the arrangement of physical, online, and hybrid meetings and events.
• Support general communication activities including website updates, newsletter production, and social media publications.
• Manage and update the Association's database and Members' platform.
• Provide support with IT tools used by the organization.

Technical Qualifications

• Bachelor's or Master's degree in Office Management, or equivalent clerical or secretarial qualification.
• Good knowledge of MS Office including Outlook, Excel, Word, and PowerPoint, with strong broader computer skills.
• Proficiency in tools such as WordPress, Canva, Mailchimp, HubSpot, and Eventbrite.
• Excellent administrative, organizational, and interpersonal skills.
• Ability to adapt across tasks in a small team.
• Fluency in English and French, with other EU languages considered an asset.

Business Administrative Assistant delivers end-to-end daily operations support, including order entry, manifest creation using scheduling software, and resolution of customer complaints from initial contact through follow-up. The work directly supports Business Development Managers and 3PL drivers by maintaining accurate customer records, handling service inquiries, and ensuring operational continuity across warehouse, stock management, and administrative functions.

Role Responsibilities

• Enter data for orders and contracts and set up new customers in relevant systems.
• Use scheduling software to create daily manifests for the national customer base.
• Assist with day-to-day operations covering orders, warehouse, and stock management enquiries.
• Manage incoming calls and customer service email enquiries and support Business Development Managers with customer queries.
• Assist 3PL drivers with daily queries and handle general ad hoc administration and meeting minutes.
• Handle customer complaints by providing appropriate solutions and following up to ensure resolution.

Minimum Qualifications

• 1 to 2 years of experience in a similar role is desirable, with an analytical approach and ability to perform under pressure considered essential.
• Excellent attention to detail with strong planning and organizational skills.
• Strong written and verbal communication skills with a high aptitude for following communication guidelines and procedures.
• Ability to work independently and proactively, as well as collaboratively in a multicultural team.
• Customer-focused approach with patience, empathy, and the ability to retain and recall important information.
• Driving licence (Australian) required.

The Business Administrative Assistant produces departmental reports, coordinates travel, and manages schedules and documentation for the Technology Senior Leadership Team and broader Technology Department, reporting to the SVP of Technology and Innovation and CTO. Working across technical and business stakeholders in Victoria, this role advances operational efficiency through continuous process improvement, communications support, and full executive assistant backup coverage.

Job Functions

• Collaborate with the Executive Assistant to review and continuously improve administrative processes in alignment with corporate requirements.
• Manage schedules, calendars, and documentation for the Senior Leadership Team with full confidentiality.
• Coordinate departmental travel, including researching options, making arrangements, and processing financial information.
• Support in-person and online meetings and events by developing agendas, taking minutes, organizing guests, and arranging catering.
• Assist with resourcing processes including hiring, onboarding, seating assignments, and training material preparation.
• Contribute to departmental communications including SharePoint sites, newsletters, intranet stories, presentations, and speaking engagements.
• Produce departmental reports through information gathering, tracking, consolidation, and presentation for internal stakeholders.
• Provide backup coverage for the Executive Assistant and proactively identify risks, propose solutions, and ensure all artifacts are accurate and accessible.

Education & Experience

• Diploma in Business Administration or Office Administration an asset.
• Minimum 2 years of experience in an administrative role.
• Prior experience supporting a technology department considered an asset.
• Intermediate skills with MS Office Suite, including Word, Excel, SharePoint, Visio, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to work independently and collaboratively in a fast-paced, multi-project environment with tact and diplomacy.

Embedded within the admissions team at a graduate business school, the Business Administrative Assistant leads application processing for all MBA programs, including those received from the Consortium for Graduate Studies in Management, while serving as the primary contact for technical issues and admissions eligibility inquiries. Working closely with the Graduate and International Admissions Center, the McCombs Ambassador Committee, and admissions staff, this role develops consistent, accurate applicant support from initial verification through final decision release.

What You'll Do

• Lead application processing for all MBA programs, including those received from the Consortium for Graduate Studies in Management.
• Verify application completeness, conduct audits for missing information, and communicate with applicants via email and phone.
• Follow Salesforce workflow assignments, create reader review and committee forms, and support interview scheduling and final decision release.
• Manage admitted student communications including deposit reminders and fee notifications.
• Serve as the primary point of contact for technical issues, admissions eligibility queries, and liaison with the Graduate and International Admissions Center.
• Support administrative processing for the admissions team and McCombs Ambassador Committee, including forms, payment requests, and event coordination.
• Coordinate purchasing, reimbursement requests, equipment inventory tracking, and office supply orders for admissions and marketing teams.

Knowledge, Skills & Abilities

• High school diploma or GED with 3 years of clerical experience, or a bachelor's degree with 1 year of complex administrative experience.
• Experience in a customer-oriented environment with a demonstrated commitment to excellent customer service.
• Proficiency in Microsoft Excel, Word, and PowerPoint with strong data organization and recording skills.
• Proficiency in Salesforce and Marketo or similar CRM and email marketing platforms.
• Strong interpersonal, verbal, and written communication skills with excellent judgment and decision-making ability.
• Demonstrated organizational skills with attention to detail and the ability to manage concurrent projects accurately.