The Administrative Assistant provides comprehensive administrative and operational support to a team of Directors, enabling the effective management of daily business activities and strategic priorities. This role is responsible for proactively coordinating schedules, communications, documentation, and administrative processes to ensure Directors are well prepared, priorities are effectively managed, and business operations run efficiently in a fast‑paced, collaborative environment. 

Key Responsibilities: 

Director & Executive Support 

• Provide administrative support to a team of Directors, including managing calendars, coordinating meetings, arranging conference calls/virtual meetings, and preparing meeting agendas 

• Assist the Director team with reviewing priorities, following up on commitments and requests, and ensuring timely completion of key tasks 

• Ensure Directors have all necessary documentation in advance of meetings, calls, and presentations 

• Provide back‑up coverage for departmental administrative assistants as , including vacation, break, and lunch coverage 

• Complete other administrative and ad hoc duties as assigned by the Director team 

Meeting, Presentation & Communication Management 

• Prepare presentations, reports, and briefing materials for internal and external audiences 

• Manage incoming email and correspondence on behalf of the Director team, resolving inquiries directly or redirecting them to the appropriate individual or department 

• Independently follow up on correspondence, requests, and outstanding issues to ensure timely and satisfactory resolution 

• Ensure appropriate delegation, follow‑up, and resolution of customer queries and requests for information received by the Director team 

Planning, Reporting & Performance Metrics 

• Compile, analyse, and prepare weekly, monthly, quarterly, and annual summaries of departmental key performance indicators 

• Support Directors by tracking action items, deliverables, and follow‑ups related to departmental priorities and initiatives 

• Supporting with event planning and execution 

Financial, Travel & Administrative Processes 

• Arrange domestic and international travel in accordance with company policy 

• Prepare and submit expense reports accurately and on time 

• Approve purchase requisitions and process, monitor, and follow up on departmental invoices to ensure timely payment 

• Maintain accurate paper and electronic filing systems, including shared digital files and documentation 

Skills  

• Demonstrated commitment to providing a high level of customer service 

• Professional, courteous, and respectful approach when interacting with Directors, associates, and external partners 

• Strong sense of responsibility, accountability, and ownership of work 

• Ability to exercise discretion and maintain confidentiality at all times 

• Strong work ethic with flexibility to support business needs, including additional hours when  

• Proven ability to anticipate scheduling conflicts, competing priorities, and time‑sensitive deliverables, and take appropriate action to mitigate issues 

• Ability to work independently in a fast‑paced environment while managing multiple priorities and meeting established deadlines 

• Strong attention to detail with the ability to minimise errors and omissions 

• Strong written and verbal communication skills 

• Ability to learn and adapt to new tools, systems, and technology as business needs evolve 

• Proficient in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, OneNote, and SharePoint 

Experience  

• Minimum 5 years of experience providing administrative support to Directors or senior leadership 

• Experience managing complex calendars, meetings, and logistics in hybrid and virtual work environments 

• Comfortable working with shared digital files, document management systems, and collaboration platforms 

• Experience using expense management and travel systems (e.g. Concur or equivalent)