Administrative Coordinator (Level 4) [1 post]

Administrative Coordinator (Level 4) [1 post] – salary: $4,266,270

JOB PURPOSE

Under the direction and supervision of the Senior Director, Executive Services, the Administrative Coordinator is responsible to:

• Provide research, technological and administrative support.
• Manage office support systems and resources to ensure the effective and efficient functioning of the office.
• Make decisions when the executive is unavailable.
• Write correspondence and create reports.

KEY RESPONSIBILITIES

 Technical/Professional Responsibilities

• Compiles the request for supplies and material resources of the Division budget by advising on usage patterns of the various supplies, materials and services and their costs.
• Manages the inventory and distribution of office supplies for the Division.
• Manages the documentation system for the Division by maintaining the document classification, filing, storage and retrieval system and the security of confidential files and documents.
• Supports staff in implementing the PMAS by providing forms and copies and ensuring that Division staff completes documentation within the required timeframe.
• Assists with the arrangements and orientation of new staff for the Division.
• Assembles and disseminates information to internal and external personnel as required.
• Prepares reports and written materials for presentations, meetings and conferences and responds to routine and other correspondence as directed.
• Reproduces manuscripts and briefs prepared by the Senior Executive, including information dictated in an accurate and presentable manner.
• Processes incoming and outgoing correspondence by established procedures and checks email sent to the Division and brings to the Senior Executive items which must be dealt with at that level.
• Maintains copy files of official correspondence received by email and computer-generated documents.
• Coordinates travel arrangements and prepares itineraries for local and overseas business trips.
• Provide receptionist/telephone services for the Senior Executive.
• Maintains an effective filing system that allows security and speedy retrieval of documents/information by established standards.

Management & Administrative Responsibilities

• Coordinates logistics for meetings hosted by the Senior Executive, including preparing agenda; organising relevant information and documents; securing venue and refreshments; taking minutes at meetings; and reproducing and distributing by established guidelines.
• Collaborates on heavy calendar management, requiring interaction with internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings and for routine and special appointments for the Senior Executive, advising of matters requiring prompt attention.
• Prioritizes and manages multiple projects simultaneously and follows through on issues promptly.

Customer Service Responsibilities

• Maintains customer service principles, standards, and measurements.
• Identifies and incorporates the interests and needs of customers in business process design.
• Ensures critical success factors are identified and meet expectations.

Other Responsibilities

• Performs all other duties and functions as may be required from time to time.
• May be required to provide witness statements, attend court proceedings, and give evidence.
• Complies with Health & Safety Policies & Procedures.

REQUIRED COMPETENCIES

Core

• Sophisticated telephone skills, positive energy, and attention to detail
• Expert level is written and verbal communication skills.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• High levels of integrity, professionalism, ethics, and ability to maintain confidentiality.
• Strong decision-making skills
• Strong customer orientation skills
• Strong initiative and resourcefulness skills
• Ability to interact with staff at all levels in a fast-paced environment.
• Ability to work independently with little or no supervision.

Technical

• Highly proficient in relevant computer applications.
• Experience assisting management with the creation of report presentations.
• Experience scheduling travel arrangements for management.
• Expert knowledge in the use of Microsoft Suite application software.
• Expert knowledge and an understanding of Customs Operations.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• First degree in Management Studies or a similar field from a recognised university.
• Certified Administrative Professional designation
• Completion of Certificate in Administrative Management (Level 3/4) (MIND).
• At least two (2) years of administrative experience.
• Training in the writing of Cabinet Submissions.
• Training in records management and exposure to office management and procurement procedures.

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

• Work will be conducted in various offices outfitted with standard office equipment and specialised software.
• Involves working in a fast-paced environment with ongoing interactions with critical stakeholders.
• Spends extensive hours in front of the computer screen.
• Handles all telephone calls into the Executive’s office.
• Attends meetings off-site from time to time.

Applications, including résumés, should be submitted no later than Monday, October 6^th, 2025.

Only shortlisted candidates will be contacted by HRMD