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.
