Job Summary
Provide comprehensive administrative, HR, training, and office management support to ensure efficient departmental operations and contribute to employee development and workplace wellbeing.
Responsibilities
- Perform confidential and complex administrative, technical, and secretarial duties to support departmental functions effectively
- Assist in preparing budgets by estimating expenditures, gathering data, monitoring accounts, and alerting relevant parties to potential overspending
- Act as liaison between departments, staff, external agencies, and markets to facilitate smooth office and departmental operations
- Manage the Head of Department’s schedule by organizing calendars, screening calls, and arranging meetings and conferences
- Maintain the department’s management information system and prepare accurate reports to support decision-making
- Prepare meeting minutes and draft correspondence requiring detailed understanding of department policies, procedures, and company regulations
- Support the HR team by executing assigned ad-hoc projects to meet organizational needs
- Administer the myTMS training management system as the primary contact for employees and managers regarding training content and queries
- Consolidate and validate regional training needs to align with organizational goals
- Manage the regional training library and ensure its alignment with the Global training library
- Coordinate regional training development and submit training requests to the central team for approval
- Upload and update class details in the training system, including changes to time, location, trainer, participants, and cancellations
- Document on-site training participation accurately in the system to maintain training records
- Provide detailed reports to support invoicing for individual training classes, both on-site and virtual
What Should You Bring Along?
- Business degree or a related field.
- Minimum of five years of experience in secretarial/administrative roles.
- Ability to quickly acquire knowledge of departmental program structure (mission, goals, objectives), policies, and procedures.
- Experience working cross-functionally and internationally.
- Meticulous, independent, and highly organized worker.
- Strong interpersonal and organizational skills.