Department Administrator

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.

• Bachelor’s degree in Business Administration, English Linguistics, or any related majors.
• Minimum 1-2 years of experience in an Administrative or Executive support role.
• Strong organizational, multitasking, and time management skills.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• High level of discretion, professionalism, and attention to detail.
• Fluent English communication.