Administrative Associate - Level II - General Management

DESCRIPTION

ON SITE ROLE

The Administrative Associate – Level II provides comprehensive administrative support to a team, department, function, or organizational leader. This role involves coordinating documents, gathering and entering data, preparing reports, and supporting day-to-day operations. Work is performed under a moderate degree of supervision with opportunities to contribute to process improvements and departmental projects.

Key Responsibilities

• Provide administrative support by conducting research, preparing statistical reports, and handling routine information requests.

• Gather, compile, and verify information to ensure accuracy in reports, presentations, forms, and office systems (databases, spreadsheets).

• Assist with data collection, data entry, and report generation for departmental activities.

• Prepare correspondence, schedule meetings, arrange conference calls, and receive visitors.

• Respond to or redirect routine internal and external inquiries to ensure timely and accurate responses.

• Support vendor and supplier payment processes, including documentation preparation, submission, and responding to accounts payable or payee inquiries.

• Maintain departmental policies, procedures, and records.

• Participate in business improvement assignments and departmental projects as a contributing team member.

• Perform other routine administrative duties per organizational and departmental procedures.

RESPONSIBILITIES

Core Competencies

• Action Oriented: Tackles new opportunities and challenges with urgency, high energy, and enthusiasm.

• Communicates Effectively: Develops and delivers clear, audience-focused communications.

• Customer Focus: Builds strong customer relationships and delivers customer-centric solutions.

• Ensures Accountability: Holds self and others accountable to meet commitments.

• Plans and Aligns: Prioritizes and organizes work to achieve goals aligned with organizational needs.

• Values Differences: Recognizes and leverages diverse perspectives and cultures.

Functional Competencies

• Data Analytics: Interprets and communicates qualitative and quantitative data, applying statistical and problem-solving methods to extract insights and support decision-making.

• Data Communication and Visualization: Presents business problems, solutions, and opportunities through clear data visualizations, reports, and dashboards.

Education, Licenses, and Certifications

• Minimum: High school diploma or certificate of completion of secondary education, or equivalent experience in compliance with applicable regulations.

QUALIFICATIONS

Skills and Experience

For External Candidates

• Some work experience or intermediate-level administrative knowledge gained through education, training, or practical on-the-job experience.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with databases/spreadsheets.

• Effective written and verbal communication skills.

• Ability to manage multiple tasks and adapt to shifting priorities.

For Internal Candidates

• Considered equivalent to an Executive Assistant role .

• Demonstrated experience in administrative support, including scheduling, reporting, and coordinating departmental operations.

• Strong interpersonal and communication skills, with the ability to support leaders and teams effectively.