Administrator Officer

Celestica; Hong Kong; On-site; HKD 200,880 - 312,480; Full time

Job summary

Celestica is seeking an experienced administrative professional to provide broad support to senior executives and staff. The role requires coordinating meetings, travel, and communications while handling sensitive information with discretion.

You will prepare correspondence and presentations, maintain databases, and contribute to process improvements. Four to six years of relevant experience and proficiency with MS Office are expected.

Qualifications

• Four to six years of relevant administrative experience.
• Ability to determine the best methods and procedures to complete assignments with substantial independent judgment.
• Strong initiative in resolving problems and making recommendations.
• Ability to handle confidential business and employee information.
• Effective communication with internal and external stakeholders.

Responsibilities

• Coordinates a wide variety of large meetings and events on and off site, handling logistics and schedules.
• Manages national and international travel arrangements.
• Receives and reviews mail and messages, prioritising and routing as needed.
• Prepares correspondence, agendas and presentation graphics; maintains files and databases.
• Generates reports, org charts, procedures and company guidelines.
• Creates forms, checklists and processes to improve efficiency and consistency.
• Leads administrative meetings and team-building initiatives to share best practices.

Skills

Administrative support

Meeting coordination

Travel coordination

Effective communication

Problem solving

Education

High School diploma or equivalent

Tools

Access

Excel

Word

PowerPoint

Job description

Provides broad and complex administrative, project and office support to senior executives and departmental staff members.

Detailed Description

Incumbents have substantial latitude in determining the best methods and procedures to follow to complete assignments. Tasks are broad and complex in nature where considerable independent judgment and discretion are required. Strong initiative is required in resolving problems and making recommendations. Decisions/actions may have an impact on the department's/division’s goals. May also be the entry level for the exempt professional career path. Assignments are received in the form of results expected. Possesses broad knowledge of operations and policies. May provide functional guidance to others performing similar work and/or provide project or task leadership. May be considered the expert in areas assigned. Builds strong internal and external relationships that require exchanging information and providing explanations in a problem solving capacity. Interfaces regularly with persons of higher positions.

Performs tasks such as, but not limited to, the following:

• Coordinates a wide variety of larger scale meetings and events on and off site including: schedules facilities and negotiates for their use; handles logistics; develops and distributes agendas and schedules; schedules participants; acts as the main point of contact for meeting information.
• Coordinates national and international travel.
• Receives and reviews incoming mail and messages and prioritizes and forwards as appropriate.
• Prepares correspondence, agendas and presentation graphics; creates and maintains office files and databases; completes and submits expense reimbursement forms and reconciles credit card statements. Interacts with internal and external customers on a daily basis.
• Acts as an information resource in routine and unusual situations. Provides interpretation of department policies and guidelines.
• Coordinates and completes a wide variety of special projects.
• Gathers information for production of reports, org charts, administrative procedures and company guidelines.
• Creates forms, checklists and procedures to promote efficiency and consistent operations across the department or business unit.
• Leads administrative meetings and luncheons, teambuilding initiatives and communication efforts to share best practices and promote teamwork.
• Mentors new administrative assistants and provides training and work direction.
• Strong knowledge of computer applications and the ability to accurately perform tasks in some or all of the following applications: Access, Excel, Word and PowerPoint. Knowledge of the applicable areas of Celestica business in which the incumbent is located.
• Knowledge of the applicable areas of Celestica business in which the incumbent is located.
• Ability to communicate effectively, both verbally and in writing, with a wide variety of internal and external customers.
• Ability to evaluate multiple ongoing tasks and non-routine situations, determine priorities and organize work in a manner that allows for timely completion of projects.
• Ability to manage a wide variety of sensitive business and employee information in a confidential manner.
• Ability to present a positive, professional image of the company to a wide variety of contacts.
• Ability to efficiently organize, file and retrieve hard copy and electronic information relating to the business of the work unit.

Physical Demands

• Duties of this position are generally performed in a normal office environment.
• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data. Repetitive manual movements (e.g., data entry, using a computer mouse, using a calculator, etc.) are frequently required.

Typical Experience

• Four to six years’ relevant experience

Typical Education

• Additional courses after High School, or consideration of an equivalent combination of education and experience.
• Educational Requirements may vary by Geography

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.