Department Administrator

Mô tả Công việc
The Department Administrator provides comprehensive administrative and operational support to the Director and the department teams (Production & Quality). This role is responsible for managing day-to-day administrative activities, coordinating meetings and travel, and ensuring efficient communication and workflow within the department. The ideal candidate is highly organized, detail-oriented, and able to handle sensitive information with discretion.
Key Responsibilities:
1. Administrative Support
Manage and maintain the Director's calendar, including scheduling meetings, appointments, and travel.
Screen, prioritize, and manage all incoming communications (emails, calls, correspondence).
Prepare, proofread, and format reports, presentations, and other business documents.
Coordinate logistics for internal and external meetings and events.
Maintain organized filing systems (both digital and physical) and ensure proper record management of confidential documents.
2. Travel & Itinerary Management
Arrange complex travel plans, including flights, accommodations, ground transportation, and visa applications.
Prepare detailed travel itineraries and ensure smooth coordination of all logistics during travel.
3. Meeting Coordination
Prepare meeting agendas, record accurate minutes, and track follow-up actions.
Coordinate with internal departments and external stakeholders to ensure seamless communication and execution of meeting deliverables.
4. Confidentiality & Discretion
Handle sensitive and confidential information with the highest level of professionalism and integrity.
Serve as a trusted liaison between the Director and internal/external contacts.
5. Personal Assistance
Provide occasional personal administrative support as needed.
Manage personal appointments, travel, and event arrangements when required.