Executive Administrator III (Department Coordinator III)

We are seeking an Executive Administrator/ Coordinator to provide comprehensive administrative and operational support to our team, enhancing efficiency and effectiveness across various functions.

Key Responsibilities:

Perform administrative tasks including purchase requests, recordkeeping, diary management, booking and meeting organisation, document distribution, and retrieval of packages or mail from delivery points.

Coordinate day-to-day activities and logistics for department initiatives.

Facilitate operational efficiency through administrative tasks, project support, research assistance, and internal/external communication.

Attend meetings to record minutes, document attendance, catalog action items, and ensure information is distributed to key personnel and archived appropriately.

Set up meeting rooms, manage schedules, and ensure increased attendance through direct communication with key attendees.

Coordinate telephone and in-person meetings with third parties.

Receive visitors, supervise check-in, and escort them per policy.

Occasionally deliver paperwork to other locations and run local errands in support of the team.

Project-Related Activities:

Conduct non-technical research and related tasks to support the team.

Follow up on assigned action items to ensure timely completion.

Reporting and Documentation:

Prepare and update a variety of periodic and special documents and reports.

Proofread documents for accuracy, completeness, compliance with departmental policies, and correct English usage.

This role requires a proactive, detail-oriented professional with excellent organizational skills and the ability to manage multiple tasks in a fast-paced environment.

Responsibilities

Administrative

Performance of administrative tasks, operational facilitation, project support, research assistance, internal/external communication, and other duties so as to increase the operational efficiency of the department/team.

Perform administrative tasks such as purchase requests creation, recordkeeping, photocopying, document distribution, and retrieval of packages or mail from delivery points.

Coordinate day-to-day activities and logistics for department initiatives.

Attend key meetings with the express purpose of recording meeting minutes, documenting attendance, cataloging action items, and ensuring distribution of said information to key personnel and department archives.

Set-up the use of meeting rooms, meeting schedules, and affect increased meeting attendance through direct communication with key attendees prior to meeting.

Coordinate telephone and in-person meetings with 3rd parties.

Receive visitors, supervise check-in with building receptionist, and escort visitors to/from meeting room per ISM policy.

Ensure efficiency of the management by tracking meeting schedules, authoring correspondence, booking travel arrangements, filing expenses, making phone calls, and reviewing E-mail.

Occasionally deliver paperwork to the other Panasonic locations and run local errands in support of the team.

Project Related Activities

Perform non-technical research and other related tasks in support of the team.

Follow-up on assigned action items to ensure completion.

Reporting/Documentation Related Activities

Prepare and update a variety of periodic and special documents and reports.

Proofread documents for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, including grammar, punctuation, and spelling.

Confidentiality

Ability to be discreet with confidential matters and maintain compliance with Panasonic’s corporate security policy (ISM). Demonstrated professionalism and ability to protect controlled information.

Qualifications

EDUCATION/EXPERIENCE REQUIREMENTS

Educated to Bachelors Degree level or equivalent experience 

Demonstrable experience within a Coordinator or Executive Assistant function 

Expert level of skills in the use of MS office suite of software applications i.e. Excel, Word, and PowerPoint

Experience of working within a global organization

Demonstrable internal customer management skills 

KNOWLEDGE/SKILL REQUIREMENTS

Seasoned ability to communicate effectively, in English, both in writing and verbally to all levels of the organization, as well as external customers.

Strong aptitude for time management combined with the ability to multiplex across different tasks/programs while tracking and maintaining issues.

Ability to work independently and be assertive.

Works on assignments that are moderately difficult, requiring judgment in resolving issues or in making recommendations.

Normally receives little instruction on daily work, general instructions on newly introduced assignments.