Administrative Assistant

JOB DESCRIPTION:

Primary Job Function:

• Provide administrative and secretarial support to the organization ensuring efficient daily operations and professional service delivery.
• Prepare and produce documents reports presentations and correspondence with a high degree of accuracy quality and timeliness.
• Collect record sort track and file information in accordance with established organizational procedures and compliance standards.
• Manage incoming and outgoing mail communications and inquiries ensuring proper routing timely responses and professional handling.
• Coordinate travel arrangements including flights accommodations visas itineraries and logistics for team members and leadership.
• Schedule appointments meetings and events and prepare meeting materials such as agendas minutes and action logs.
• Operate and maintain office equipment and systems ensuring they support business and regulatory activities effectively.
• Apply subjectmatter knowledge to independently address routine business needs solve issues and support workflows with minimal supervision.
• Support regulatory submissions including gathering required documents ensuring compliance formatting preparing files and assisting in communications with regulatory authorities.
• Manage compliance documentation including records related to permits certifications audits and regulatory reporting.
• Maintain and update regulatory files trackers and databases ensuring accuracy version control and full audit readiness at all times.

Core Job Responsibilities:

Administrative & Executive Support

Provide administrative support to Senior Management (including Executives and Board Members).

• Organize and prioritize information to ensure efficient decision-making and workflow.
• Draft prepare and proofread high-quality correspondence presentations and documents.
• Coordinate internal and external meetings committees and workshops.
• Regulatory & Compliance Support
• Assist with preparing formatting and submitting regulatory documents and compliance reports.
• Maintain accurate and up-to-date regulatory records approvals licenses and renewals.
• Support internal and external audits by organizing evidence documents and followups.
• Monitor regulatory updates and ensure relevant teams receive timely information.
• Documentation & Information Management
• Manage document lifecycles through approved systems (e.g. SharePoint controlled document systems).
• Ensure consistent organization categorization and retention of records.
• Prepare routine reports dashboards and summaries for management.
• Office & Operational Coordination
• Liaise with internal departments external agencies and regulatory bodies when required.
• Respond to inquiries professionally and serve as a point of contact for administrative or regulatory matters.
• Ensure office processes run smoothly by collaborating with other administrative staff.
• Contribute to streamlining administrative workflows and maximizing efficiency in line with organizational goals.

Supervisory/Management Responsibilities:

Direct Reports: NA

Indirect Reports: NA

Position Accountability/Scope:

• Administrative Assistant
• Regulatory Assistance

Minimum Education:

Administration Regulatory Affairs or equivalent.

Minimum Experience

25 years of administrative regulatory or operational support experience.

Experience supporting senior leadership or working in a regulated industry is an advantage.

Skills & Competencies

• Strong organizational planning and multi-tasking skills.
• Excellent written and verbal communication & coordination abilities.
• High attention to detail and accuracy.
• Proficiency in Microsoft 365 tools (Excel Outlook Word PowerPoint SharePoint).
• Ability to work independently under limited supervision.
• Ability to manage multiple deadlines
• Strong sense of confidentiality integrity and professionalism.
• Familiarity with regulatory or compliance processes is a plus.
• Analytical thinking and problem-solving
• Process-oriented mindset

Behavioral Competencies

• Integrity & Confidentiality
• Attention to Detail
• Collaboration & Teamwork
• Process Orientation & Discipline
• Accountability
• Stakeholder Focus
• Problem Solving & Initiative

The base pay for this position is

In specific locations the pay range may vary from the range posted.

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