The Global Stakeholder Engagement (GSE) Administrative Assistant provides administrative support to the Vice President and Managing Director in coordination with the regional teams of the ICANN Asia Pacific regional office. This position is key in ensuring the smooth running of the daily administrative operations of the ICANN APAC regional office.
Administrative Assistant Support
Manages the schedule of the VP including meetings, appointments, conference calls and travel arrangements.
Performs routine administrative duties for the VP including expense reports, filing, monitoring emails and data retrieval.
Drafts communication items, including emails and agendas.
Creates and maintains spreadsheets, manuals, presentations, communication materials and data using ICANN’s systems. Creates reports aggregating materials submitted by the department and other team members.
Maintains departmental and regional office communications - Arrange conference calls, records meetings and calls’ minutes, maintain the departmental and regional team’s wiki and calendar.
Track departmental deadlines for departmental projects, provide follow-up to team members, and updates to the VP to ensure deadlines are met.
Liaising with team members and supporting them in coordination with the regional office’s department functions. For example, track invoicing and reimbursement in collaboration with the Finance department including managing Purchase Orders, invoice and requisition processes.
General/Administrative Office Support
Responsible for mail processing, international shipping / courier and delivery documents
Coordinate with vendors to arrange services, such as business card and stationery printing orders etc.
Coordinates and arranges business travels for staff and hotel reservations for visitors when requested
In coordination with the Operations Department, to manage and maintain the Singapore Regional Office Facility, co-ordinate matters related to facilities such as repairs and maintenance, cleaning services and statutory compliance checks
Liaise with Building Management in the implementation of Emergency Evacuation Plan
Coordinate with Operations Department and APAC IT on the seat allocation & issuance of desk equipment and badge security access for new hires and visiting staff
Monitor and replenish office / stationery supplies
Other duties as assigned or requested
Required Knowledge, Skills, and Abilities (KSAs):
Broad knowledge and experience in: scheduling and administrative work.
Ability to: Schedule across multiple time zones, coordinate travel arrangements; compose summaries and other written communication such as meeting minutes and reports; process invoices and contracts; and multi-task.
Communicate and coordinate with team members across a dynamic, multi-cultural environment.
Proficiency using MS Office, and keen to learn new software such as Salesforce, Oracle or similar procurement systems; Concur or similar expense systems; Telephonic Bridge such as PGI Global Meet and other conferencing platforms such as Adobe Connect.
Ability to work independently with limited supervision and handle confidential matters.
Education and Experience Requirements:
Diploma and above with at least 2-4 years related administrative experience.
Strong organizational, verbal and written communication skills.
Detail oriented; commitment to quality and ethics.