Admin Assistant

JOB OVERVIEW

Providing support services to the department, building cross-functional relationships between departments, clients, and subcontractors.

Be able to attend and summarize important meetings and share the updates within the team and management.

RESPONSIBILITIES AND DUTIES

1. Provide complete admin support to the management and relevant departments.
2. Manage a complex calendar of events based on the management and team priorities.
3. Schedule meetings and appointments with clients, contractors, and internally within the departments.
4. Take comprehensive minutes of meetings and circulate to attendees as appropriate.
5. Develop and prepare documents including presentations and reports as requested.
6. Organize planned leaves in the master calendar and prepare reports for Senior Management.
7. Book meeting rooms.
8. Organize local travel arrangements.
9. Liaise with other administrative assistants.
10. Ensure an organized filing system of paper and electronic documents.
11. Liaise with the executive assistant to handle requests and queries from senior managers.
12. Perform appropriate duties and tasks assigned by the manager.

QUALIFICATIONS

1. Bachelor’s degree in English language or Business Administration.
2. Diploma in Executive Secretary + 2 years’ experience.

PERSON SPECIFICATION

KNOWLEDGE & EXPERIENCE

1. Excellent Microsoft Office skills (Word, Excel, PowerPoint).
2. Must have experience in an admin role.
3. Experience working in a multicultural environment.

SKILLS & APTITUDES

1. Team working.
2. Diplomatic and comfortable interacting with high-level individuals.
3. High level of discretion and understanding of confidentiality.
4. Client management skills.
5. Polished, professional demeanor, outstanding communication skills.
6. Detail-oriented, with a demonstrated ability to respond effectively and efficiently.

ADDITIONAL PROJECT REQUIREMENTS

1. The project language is English. The candidate must have excellent verbal and written language skills.
2. Certain roles require the candidate to be physically capable of carrying out site visits within a railway environment, through the construction, testing, commissioning, and operational phases of the project.

PERSONAL QUALITIES

1. Excellent attention to detail.
2. Strong communication skills (Internal & External).
3. Ability to work well under pressure.
4. Organizational skills.
5. Positive “Can do” attitude.

At AtkinsRéalis, we seek to hire individuals with diverse characteristics, backgrounds, and perspectives. We strongly believe that world-class talent makes no distinctions based on gender, ethnic or national origin, sexual identity and orientation, age, religion, or disability, but enriches itself through these differences.