Administrative Associate - Level I - General Management

Job Summary

The Administrative Associate – Level I provides administrative and operational support to an office, department, business unit, or organizational team by following established procedures and guidelines. This role supports day-to-day administrative activities, communication coordination, scheduling, documentation management, and office operations while ensuring accuracy, professionalism, and timely execution of tasks.

Key Responsibilities

• Answer and manage telephone calls, screen inquiries, and take messages while ensuring professional and courteous communication.
• Prepare, transcribe, format, proofread, and maintain business documents such as correspondence, reports, presentations, invoices, meeting minutes, and contracts.
• Coordinate internal and external meetings, including scheduling, travel arrangements, and meeting logistics.
• Manage calendars, appointments, and schedules for team members and stakeholders.
• Operate and maintain office equipment such as printers, photocopiers, and fax machines.
• Support daily office administration activities including filing, document management, mail distribution, and inventory/office supply tracking.
• Ensure administrative tasks are completed accurately, efficiently, and within established timelines.
• Support employee engagement initiatives and organizational events as required.
• Coordinate activities and events in collaboration with HR and cross-functional teams.

Core Competencies

• Action Oriented: Demonstrates initiative and responsiveness in handling tasks and challenges.
• Communication: Communicates clearly and professionally with internal and external stakeholders.
• Customer Focus: Builds positive relationships and delivers responsive administrative support.
• Accountability: Takes ownership of responsibilities and ensures commitments are met.
• Planning & Organization: Effectively prioritizes and manages multiple administrative activities.
• Data Analytics: Supports interpretation and communication of qualitative and quantitative information for business insights.
• Data Communication & Visualization: Assists in preparing reports, dashboards, and presentations to support decision-making.
• Collaboration: Works effectively with cross-functional teams and stakeholders.
• Inclusion & Diversity: Values diverse perspectives and contributes to an inclusive workplace culture.

Qualifications

• High school diploma, secondary education certificate, or equivalent experience required.
• Additional administrative, business, or office management certifications are an advantage.

Experience

• Minimal or no prior work experience required.
• Internship or prior exposure to office administration or customer support environments is an advantage.

Skills

• Proficiency in Microsoft Office tools including Word, Excel, PowerPoint, and Outlook.
• Strong verbal and written communication skills.
• Good organizational and time management abilities.
• Attention to detail and accuracy in documentation and reporting.
• Ability to coordinate meetings, schedules, and travel arrangements effectively.
• Basic analytical and reporting skills.
• Ability to multitask and work in a fast-paced environment.
• Professional interpersonal and stakeholder management skills.

Additional Requirements for Internal Candidates

• Experience partnering with HR teams to support employee engagement initiatives.
• Ability to coordinate EEEC events in collaboration with the Corporate Responsibility (CR) team.
• Strong coordination and stakeholder management capabilities