Administrative Associate - Level II - General Management-EBU Common

Job Summary

This role provides administrative and operational support to leaders, teams, and departments by coordinating documentation, maintaining records, supporting reporting activities, and managing routine administrative processes. The Administrative Associate works collaboratively across functions to ensure efficient coordination of meetings, communications, reporting, payment processing, and business support activities while maintaining accuracy, confidentiality, and alignment with organizational procedures.

The role requires strong organizational skills, attention to detail, data handling capabilities, and the ability to manage multiple priorities in a fast-paced business environment under moderate supervision.

Key Responsibilities

• Provide day-to-day administrative support to assigned teams, departments, or organizational leaders. 
• Conduct research, prepare reports, presentations, spreadsheets, and routine statistical summaries. 
• Gather, compile, verify, and accurately maintain information within reports, databases, spreadsheets, and office systems. 
• Support departmental activities through data collection, data entry, tracking, and report generation. 
• Coordinate executive and departmental activities including scheduling meetings, arranging conference calls, managing calendars, and organizing visitor interactions. 
• Prepare business correspondence, presentations, and documentation as required. 
• Respond to or appropriately redirect routine internal and external inquiries related to departmental processes and activities. 
• Support vendor and supplier payment processes by preparing required documentation, entering payment requests into accounting systems, and coordinating with accounts payable teams. 
• Maintain and document departmental procedures, policies, records, and administrative processes. 
• Participate in departmental business improvement projects and support process enhancement initiatives. 
• Assist in maintaining accurate records, documentation, and audit-ready administrative files. 
• Support multiple business leaders and ensure smooth coordination of administrative priorities and deliverables. 

Competencies

Functional Competencies

• Administrative Coordination and Office Management 
• Data Analytics and Reporting 
• Data Communication and Visualization 
• Documentation and Records Management 
• Calendar and Meeting Coordination 
• Vendor Payment and Administrative Process Support 
• Data Accuracy and Information Verification 
• Business Process Support and Continuous Improvement 

Behavioral Competencies

• Action Oriented – Demonstrates urgency, initiative, and adaptability in completing tasks and supporting business priorities. 
• Communicates Effectively – Provides clear, accurate, and professional communication with stakeholders at all levels. 
• Customer Focus – Builds positive working relationships and supports internal and external customer needs effectively. 
• Ensures Accountability – Maintains accuracy, confidentiality, and ownership of assigned responsibilities. 
• Plans and Aligns – Prioritizes tasks effectively to meet deadlines and organizational goals. 
• Values Differences – Respects and supports diverse perspectives and collaborative teamwork. 

Qualifications

• High school diploma, secondary education completion certificate, or equivalent experience is required. 
• Additional qualifications in Business Administration, Office Administration, Management, or related fields may be preferred. 
• Knowledge of administrative processes, reporting tools, and office systems is preferred. 
• Proficiency in Microsoft Office applications including Excel, PowerPoint, Outlook, and Word preferred.

Skills and Experience Needed

• Some relevant administrative or business support experience through education, training, or professional work experience. 
• Experience supporting leaders, managers, or cross-functional teams in an administrative capacity. 
• Ability to manage schedules, meetings, conference calls, and visitor coordination efficiently. 
• Strong skills in data collection, data entry, report preparation, and information management. 
• Experience preparing correspondence, reports, presentations, and departmental documentation. 
• Ability to respond to routine inquiries professionally and accurately. 
• Experience supporting payment processing, vendor coordination, and administrative documentation. 
• Strong organizational, multitasking, and time management abilities. 
• Good analytical and problem-solving skills with attention to detail and data accuracy. 
• Ability to maintain departmental policies, procedures, and records. 
• Experience participating in process improvement initiatives or team projects is preferred. 
• Strong interpersonal, written, and verbal communication skills. 
• Ability to support multiple leaders and manage competing priorities effectively.