Administrative Associate - GPR

Job Summary

The Administrative Associate provides comprehensive administrative, operational, and business support to leaders, teams, and departments by coordinating schedules, managing data and documentation, supporting vendor and workforce administration processes, and ensuring efficient execution of daily business activities. The role supports reporting, financial coordination, event management, workforce tracking, and process improvement initiatives while maintaining accuracy, confidentiality, and strong stakeholder relationships.

Key Responsibilities

Administrative & Executive Support

• Provide day-to-day administrative support to assigned leaders, departments, and cross-functional teams.
• Manage calendars, schedules, meetings, conference calls, and visitor coordination.
• Coordinate leadership reviews, team meetings, skip-level sessions, people forums, and organizational events.
• Prepare correspondence, presentations, reports, and other business documentation.

Data Management & Reporting

• Gather, compile, verify, and maintain accurate business data in reports, spreadsheets, databases, and tracking tools.
• Generate routine and ad-hoc reports to support business decision-making.
• Maintain workforce, hiring, and resource trackers, ensuring data accuracy and timely updates.
• Support headcount tracking, forecasting, and reporting activities.

Vendor, Procurement & Financial Administration

• Support vendor management activities, including documentation, payment processing, and invoice tracking.
• Raise and manage purchase requisitions (PRs), purchase orders (POs), provisions, and invoice-related activities.
• Coordinate with Finance, Accounts Payable, suppliers, and internal stakeholders to ensure timely payment processing and issue resolution.
• Support budget tracking, forecasting, and financial reporting activities as required.

Workforce & Resource Coordination

• Support contingent workforce and supplier administration processes, including onboarding, tracking, and reporting.
• Maintain workforce records, hiring trackers, and resource allocation information.
• Coordinate employee and contractor-related administrative activities, including system access and equipment management.

Documentation & Process Support

• Maintain departmental policies, procedures, records, and documentation.
• Ensure accurate record keeping and compliance with organizational processes.
• Support audits, documentation reviews, and administrative governance requirements.  

Event & Business Operations Support

• Coordinate employee engagement activities, recognition programs, training sessions, and team events.
• Assist in planning and executing departmental initiatives and business improvement projects.
• Support cross-functional coordination to ensure smooth execution of operational activities.

Continuous Improvement

• Identify opportunities to improve administrative processes, reporting efficiency, and data accuracy.
• Participate in business improvement projects and process standardization initiatives.
• Act as an informal resource and provide guidance to less experienced team members when required.

Competencies

Functional Competencies

• Administrative Coordination and Office Management
• Calendar and Meeting Management
• Documentation and Records Management
• Data Analytics and Reporting
• Data Communication and Visualization
• Vendor Payment and Administrative Process Support
• Data Accuracy and Information Verification
• Business Process Support and Continuous Improvement
• Financial and Procurement Administration
• Workforce Tracking and Resource Coordination

Behavioral Competencies

• Action Oriented
• Communicates Effectively
• Customer Focus
• Ensures Accountability
• Plans and Aligns
• Values Differences
• Attention to Detail
• Organizational Agility
• Collaboration and Teamwork
• Problem Solving

Qualifications

Education

• High School Diploma, Secondary Education Certificate, or equivalent experience required.
• Additional qualifications in Business Administration, Office Administration, Management, Commerce, or related disciplines are preferred.

Certifications

• Relevant administrative, business support, or office management certifications are advantageous.
• May require licensing for compliance with export control or sanctions regulations where applicable.

Skills & Experience Needed

Technical Skills

• Proficiency in Microsoft Office applications, including Excel, PowerPoint, Word, and Outlook.
• Strong data management, reporting, and spreadsheet skills.
• Experience working with business systems, databases, and reporting tools.
• Knowledge of procurement, invoice processing, vendor coordination, and administrative workflows.
• Ability to create reports, presentations, dashboards, and business documentation.

Professional Experience

• Relevant administrative, executive support, business operations, or office management experience gained through education, training, or professional work experience.
• Experience supporting leaders, managers, or cross-functional teams in an administrative capacity.
• Experience coordinating schedules, meetings, travel arrangements, and business events.
• Experience managing data entry, reporting, documentation, and records administration.  
• Exposure to financial administration, vendor management, workforce tracking, or procurement processes is preferred.
• Experience participating in process improvement initiatives or business support projects is advantageous.

Key Skills

• Strong organizational and multitasking abilities.
• Excellent attention to detail and data accuracy.
• Effective verbal and written communication skills.
• Strong stakeholder management and interpersonal skills.
• Ability to prioritize work and manage multiple deadlines.
• Analytical thinking and problem-solving capability.
• Ability to work independently with limited supervision while collaborating effectively across teams.