Officer, Admin (AAA)

Key Responsibilities

• Executive and administrative support
• Manage the Director’s calendar, meetings, appointments, and business travel.
• Organize documents, correspondence, approvals, and confidential information.
• Anticipate schedule conflicts and prepare required information in advance.
• Meeting and action management
• Prepare agendas, presentation materials, and supporting documents.
• Record concise meeting minutes, decisions, owners, and deadlines.
• Maintain an action tracker and proactively follow up until closure.
• Escalate overdue or high-risk actions to the Director.
• Reporting and presentation support
• Consolidate weekly and monthly engineering reports from multiple teams.
• Prepare management presentations, dashboards, and executive summaries.
• Check data accuracy, formatting, and consistency before submission.
• Highlight delays, risks, and decisions required—not only report status.
• Cross-functional coordination
• Coordinate with Engineering, Production, Quality, Maintenance, Finance, HR, Procurement, suppliers, and other plants.
• Arrange project reviews, workshops, supplier meetings, and management visits.
• Ensure information and decisions are communicated to the correct stakeholders.
• Budget and documentation control
• Support purchase requests, expense claims, budget tracking, and departmental administration.
• Maintain organized records for projects, investments, contracts, and approvals.
• Monitor document revisions and ensure the latest versions are available.
• Confidentiality and continuous improvement
• Handle organizational, employee, financial, and project information confidentially.
• Improve administrative workflows, templates, trackers, and document-control systems.
• Use digital tools and automation to reduce manual work and improve visibility.