Office Administrator

International Executive Service Corps

Honolulu (HI)

On-site

USD 42,000 - 54,000

Full time

14 days+

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Job summary

International Executive Service Corps is seeking an Office Administrator to provide essential US office support, assisting the SSN Sustainment team with scheduling, travel planning, and liaison with senior management and external partners.

The role emphasizes document control, meeting coordination, minute-taking, and timely administrative service in a rapid, professional environment. Strong organizational skills and discretion are required.

Qualifications

Experience in administrative or clerical roles and delivering professional support.
Strong organizational skills and ability to multitask with attention to detail.
Proficiency in Microsoft Office Suite and effective communication abilities.

Responsibilities

Provide administration support to the SSN Sustainment team and staff.
Coordinate leave forms and timesheets for the training support team; manage calendars and inboxes.
Arrange travel and accommodation; coordinate VIP visits with security approvals and catering.
Manage office correspondence, post invoices, and process purchasing requisitions.
Maintain accurate records and support reporting while ensuring confidentiality.

Skills

Administrative experience

Organizational skills

Microsoft Office

Verbal and written communication

Deadline management

Collaboration

Education

Certificate or Diploma in Business Administration

U.S. Citizen with Secret Clearance

Job description

Job Description

The Office Administrator is responsible for the execution of administrative support to ensure efficient operation in the US office. This role will support the SSN Sustainment team through assisting in daily office needs, managing clerical tasks, and supporting staff and management with organisational and communication tasks. The position will support managing schedules for the SSN Sustainment team, internal and external stakeholder and customer visits and meetings, including US and UK AUKUS partners, and arranging departmental travel. The Office Administrator will be required to liaise with internal and external stakeholders including senior management and customer representatives, and requires a collaborative individual who enjoys challenging work in a fast-paced environment.

The Office Administrator works in a fast-paced environment requiring adaptability and strong organizational skills. The role involves handling multiple tasks, maintaining accurate records, and providing timely support to staff and management. The Office Administrator reports to the Office Manager and is required to deliver a high level of administrative support in a professional and timely manner to the SSN Sustainment team. The Office Administrator manages all visits to the US office and is the central point of contact in the US Office for SSN Sustainment staff adhoc support.

Required Skills and Experiences

Previous experience in administrative or clerical roles
Strong organizational and multitasking abilities while maintaining attention to detail
Proficiency in Microsoft Office Suite
Excellent verbal and written communication skills
Commitment to achieving high quality outcomes while delivering against tight timelines
Support productive relationships while working collaboratively internally and externally

Major Areas of Accountability

Administrative Support (40%)

What Needs to be Delivered

Provide administration support to the SSN Sustainment team.
Provide assistance to the training support team with the collation and coordination of leave forms and timesheet preparation fortnightly.
Where required, effectively and efficiently manage multiple calendars, schedules, and inboxes for the SSN Sustainment team.
Management of VIP visits including coordination of security approvals, catering, PPE, and ensuring attendance of relevant ASC management or Executives.
Arrangement of travel and accommodation for SSN Sustainment team.
Provide general administrative support to the US office and visiting staff, the Customer, Enterprise partners and other key stakeholders
Support reconciliation of credit cards.
Posting of invoices.
Raising purchasing requisitions.

What Does Success Look Like and How Success Is Measured

All administration and reporting activities and tasks are executed in a professional, timely, confidential, and reliable manner
Manage calendars to prevent overlap and unnecessary attendance
Handle all enquiries confidently, promptly, and effectively
Tasks completed accurately and on time; positive feedback from staff
Accurate and timely reconciliations
Provide accurate and efficient support during peak periods
Provide the SSN Sustainment and WA team support, whether administrative or otherwise
Foster and maintain strong working relationships with key stakeholders

Document and Record Management (30%)

What Needs to be Delivered

Record, collate and distribute meeting actions as required
Document preparations and reviews for various teams
Ensure documents are created, stored, organized, and shared effectively

What Does Success Look Like and How Success Is Measured

Accurate and organized records maintained; compliance with policies
Effective and timely preparation of all appropriate documents (memo’s, communications, reports, and papers)
Digital and physical records being confidentially handled at all times

Communication and Coordination (20%)

What Needs to be Delivered