Administrative Coordinator

JOB PURPOSE

Under the direction and supervision of the Senior Director, Internal Affairs, the Administrative Coordinator is responsible for:

• Providing research, technological and administrative support
• Managing office support systems and resources to ensure the effective and efficient functioning of the office.
• Making decisions when the executive is unavailable
• Writing correspondence, creating reports.

KEY RESPONSIBILITIES

Technical/Professional Responsibilities

• Compiles the request for supplies and material resources of the Division budget by advising on usage patterns of the various collections, materials, services and their costs.
• Manages the inventory and distribution of office supplies for the Division.
• Manages the documentation system for the Division by maintaining the document classification, filing, storage, retrieval system, the security of confidential files and documents.
• Supports staff in implementing the PMAS by providing forms and copies and ensuring that Division staff completes documentation within the required timeframe.
• Assists with the arrangements and orientation of new staff for the Division.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares reports and written materials for presentations, meetings, conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated accurately and presentable.
• Processes incoming and outgoing correspondence according to established procedures, checks emails sent to the Division and brings items that must be dealt with at that level to the Senior Executive.
• Maintains copy files of official correspondence received by email and computer-generated documents.
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information by established standards.

Management & Administrative Responsibilities

• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organizing relevant information and documents; securing venue and refreshments; taking minutes at conferences; reproducing and distributing according to established guidelines.
• Collaborates on heavy calendar management, requiring interaction with internal and external executive assistants and consultants to coordinate various complex executive meetings, routine and special appointments for the senior executive, advising on matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements.
• Identifies and incorporates the interests and needs of customers in business process design.
• Ensures critical success factors are identified and meet expectations.

Other Responsibilities

• Performs all other duties and functions as may be required occasionally.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Comply with Health and Safety policies and procedures.
   

REQUIRED COMPETENCIES

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert level is written and verbal communication skills
• Excellent calendar management skills, including the coordination of complex executive meetings
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality
• Strong decision-making skills
• Strong customer orientation skills
• Strong initiative and resourcefulness skills
• Ability to interact with staff at all levels in a fast-paced environment
• Ability to work independently with little or no supervision.

Technical

• Highly proficient in relevant computer applications.
• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.
• Expert knowledge in the use of Microsoft Suite application software.
• Expert knowledge and an understanding of Customs Operations.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• First degree in Management Studies or a similar field from a recognized university
• Certified Administrative Professional designation

OR

• Completion of Certificate in Administrative Management (Level 3/4) (MIND).
• At least two (2) years of administrative experience.
• Training in the writing of Cabinet Submissions.
• Training in records management, exposure to office management and procurement procedures.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in office with standard equipment and specialised software
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls to the Executive’s office.
• Attends meetings off-site from time to time.
• Applications, including résumés, should be submitted no later than Friday, August 22, 2025.

Only shortlisted candidates will be contacted by HRMD