Administrator

Job purpose

Responsibilities

• Support AI Department leadership and regional teams with day-to-day administration.
• Coordinate schedules, meetings, travel, and logistics across regions and time zones.
• Maintain records, filing systems, documentation, calendars, trackers, and action logs.
• Prepare reports, presentations, and correspondence; coordinate procurement of supplies, equipment, and administrative services.
• Respond to administrative queries from regional teams and coordinate onboarding equipment, access, and documentation.
• Support expense processing, invoice tracking, and basic budget administration.
• Handle confidential commercial, technical, financial, and business information with discretion and integrity.
• Coordinate internal events, town halls, and team meetings; ensure information and documentation are available in an organized and timely manner.
• Perform other reasonable administrative, coordination, and operational duties assigned by the Line Manager.

Qualifications and experience

• Bachelor's degree or Diploma in Business Administration, Office Management, Secretarial Studies, Information Technology Administration, or a related field.
• 3+ years of experience in an administrative, executive assistant, or office coordination role.
• Strong organizational skills and ability to manage multiple priorities across regions and time zones.
• Proficiency in MS Office, Google Workspace, and standard office administration tools.
• Excellent written and verbal communication skills in English.
• Strong attention to detail and discretion with confidential information.
• Experience supporting multiregional or multinational teams is advantageous.
• Experience coordinating meetings, preparing minutes, maintaining action trackers, and following up on outstanding actions.
• Strong interpersonal skills and a proactive, service-oriented approach; ability to work independently and coordinate with the wider team.

Role skills

• Administrative coordination, records and document management, meeting and travel coordination, procurement, expense processing, invoice tracking, reporting, and action tracking.
• MS Office, Google Workspace, written and verbal English, confidentiality, organization, attention to detail, and interpersonal communication.

Department context

Employment