Team Administrative Assistant

UNICC; Brindisi; In loco; EUR 25.000 - 35.000; Tempo pieno

Descrizione del lavoro

A leading organization in ICT services is seeking an Administrative Support Specialist to provide high-quality support to the Chief of Division. The role involves coordinating activities, managing communications, and ensuring smooth administrative operations in the Brindisi office. Candidates should have strong organizational skills, proficiency in office software, and at least 2 years of relevant experience. This position offers an opportunity to enhance operational efficiency and contribute to team success.

Competenze

• At least 2 years of administrative experience in an international setting.
• Good knowledge and experience in drafting and editing official correspondence.
• Ability to work under deadlines and pressure.

Mansioni

• Provide administrative and logistical support to the Chief of Division.
• Assist staff with travel arrangements and manage office supplies.
• Track and report on key division-wide indicators and organize meetings.

Conoscenze

Administrative support

Organizational skills

Communication

Initiative

Knowledge of office software

Formazione

Secondary school diploma

Strumenti

MS Word

Excel

PowerPoint

Visio

Descrizione del lavoro

The purpose of the position is to provide high-quality administrative support services to the respective Chief of Division and the team, ensuring that routine services and activities within the administrative domain are properly implemented.

Objectives of the Programme

The objective of the Centre is to provide trusted ICT services and digital business solutions to its Clients and Partner Organizations.

Main duties and responsibilities

The incumbent will work under the direct supervision and guidance of the respective Chief of Division and in close collaboration with the teams within the Division. The incumbent could be requested to do any other tasks of similar level in related fields.

Within delegated authority, under guidance and in close collaboration with relevant team members, the incumbent will perform the following duties and responsibilities :

• Provide administrative and logistical support to the Chief of Division
• Perform designated office support and administrative functions, including organizational, coordination, logistical, and administrative support
• Track and report on key division-wide indicators. Monitor, process, and schedule related outputs, products, tasks, etc.
• Generate a variety of standard statistical and other reports, work orders, using various databases; draft minutes of meetings if required, in close collaboration with relevant team members.
• Respond to information requests and basic inquiries (e.g., answer requests requiring file search), and refer inquiries to appropriate personnel as necessary.
• Update and maintain calendars, large distribution lists, shared electronic files, and databases; monitor, prepare, and distribute various materials and reports, preferably using electronic formats.
• Assist in the preparation of meetings, workshops, and presentation materials using appropriate technology/software.
• Provide administrative support to the Brindisi office, including managing office supplies, coordinating maintenance, and serving as a point of contact with service providers.
• Support in requesting equipment, phone devices, and building access for new staff and personnel.
• Assist staff/guests visiting offices for meetings or official business; organize UNICC Brindisi meetings and book conference rooms; assist with office events.
• Assist staff members in Brindisi with travel arrangements.
• Raise purchase requisitions for services and goods; support finance and procurement issues as needed.
• Provide general administrative support to the Division, report on administrative process performance, and suggest improvements.
• Assist the division in administrative processes and ensure their correct implementation across all teams.
• Collaborate with other administrative staff on shared initiatives and streamline procedures across UNICC.
• Provide other ad hoc support within the team or other teams as required, including participation in special projects or short-term administrative support upon request.

Recruitment Profile

Experience and Skills required

• At least two (2) years of administrative experience, including supporting senior management in an international setting. A completed university degree may count towards experience.
• Good knowledge and experience in drafting and editing official correspondence.
• Proficiency in computer and office software (MS Word, Excel, PowerPoint, Visio, etc.).
• Ability to work under deadlines and pressure.
• Proven initiative and organizational skills.
• Basic understanding of financial concepts.

Education

Secondary school diploma completion required.

Languages

Expert knowledge of required languages; knowledge of the local language is an advantage.

Teamwork and Communication

Develops effective relationships, handles conflicts constructively, communicates clearly, listens actively, and shares information effectively. Demonstrates respect for individual and cultural differences.