Officer, Admin (AAA)

Key Responsibilities

1. Executive and administrative support
   • Manage the Director’s calendar, meetings, appointments, and business travel.
   • Organize documents, correspondence, approvals, and confidential information.
   • Anticipate schedule conflicts and prepare required information in advance.
2. Meeting and action management
   • Prepare agendas, presentation materials, and supporting documents.
   • Record concise meeting minutes, decisions, owners, and deadlines.
   • Maintain an action tracker and proactively follow up until closure.
   • Escalate overdue or high-risk actions to the Director.
3. Reporting and presentation support
   • Consolidate weekly and monthly engineering reports from multiple teams.
   • Prepare management presentations, dashboards, and executive summaries.
   • Check data accuracy, formatting, and consistency before submission.
   • Highlight delays, risks, and decisions required—not only report status.
4. Cross-functional coordination
   • Coordinate with Engineering, Production, Quality, Maintenance, Finance, HR, Procurement, suppliers, and other plants.
   • Arrange project reviews, workshops, supplier meetings, and management visits.
   • Ensure information and decisions are communicated to the correct stakeholders.
5. Budget and documentation control
   • Support purchase requests, expense claims, budget tracking, and departmental administration.
   • Maintain organized records for projects, investments, contracts, and approvals.
   • Monitor document revisions and ensure the latest versions are available.
6. Confidentiality and continuous improvement
   • Handle organizational, employee, financial, and project information confidentially.
   • Improve administrative workflows, templates, trackers, and document-control systems.
   • Use digital tools and automation to reduce manual work and improve visibility.