Administrative Assistant (ZISPL Job No 663)

• Executive Support: Manage calendars for senior leaders, schedule meetings, and assist with expense submissions.
• Visitor & Site Management: Oversee visitor protocols, coordinate site logistics, manage reception activities and ensure facilities readiness.
• Site-Level Administration: Support day-to-day site operations, including room bookings, office supplies and coordination with facilities teams.
• Event Coordination: Plan and execute in-house and external events for teams of various sizes.
• Travel & Logistics: Arrange travel itineraries, accommodation, and related documentation.
• Procurement & Asset Management: Assist in IT asset purchasing, manage web requisitions and purchase orders across regions, maintain IT vending machine stocks.
• Administrative Tasks: Maintain email distribution lists, process bill payments and support ad hoc requests.
• Financial & Compliance: Ensure timely submission of expenses and adherence to organisational policies.
• Communication: Act as a liaison between departments for smooth information flow and operational efficiency.

Experience/ Qualifications:

• 3–5 years in administrative or executive assistant roles, preferably in IT or technology-driven environments.
• Strong proficiency in MS Office Suite, Google Workspace, and collaboration tools (e.g. Teams, Slack, Zoom).
• Familiarity with calendar, travel, procurement management systems and ERP tools (e.g., SAP Ariba, Oracle, Concur).
• Basic understanding of IT terminology and ticketing systems.
• Excellent organisational skills, ability to prioritise tasks and manage time effectively in a fast-paced IT setting.
• Ability to handle sensitive information with discretion and professionalism.
• Strong interpersonal and communication skills for engaging with stakeholders and vendors.
• Knowledge of purchasing processes, financial handling, and maintaining procurement records and IT inventory.
• Experience in planning events and coordinating with external vendors is desirable.
• Graduate or post graduate; a degree in business administration or IT is preferred.