Administrator

Job Purpose:

To provide comprehensive administrative and coordination support to the Artificial Intelligence & Cloud Solutions team, ensuring the effective and efficient operation of departmental activities.

The role is responsible for coordinating administrative processes, maintaining accurate records, supporting document and information management, tracking actions and deliverables, coordinating meetings and events, and facilitating communication between internal departments and external stakeholders.

The position supports the day-to-day administrative requirements of the department and assists with procurement, vendor coordination, travel and logistics, access requests, reporting, documentation, and other operational activities to ensure timely and effective delivery of departmental requirements

Job role functions:

The role will include, but not be limited to, the following responsibilities:

• Provide day-to-day administrative support to the AI Department leadership and regional teams.

• Coordinate scheduling, meetings, travel and logistics across multiple regions and time zones.

• Maintain accurate records, filing systems and documentation for the department.

• Support the preparation of reports, presentations and correspondence as required.

• Coordinate procurement of office supplies, equipment and administrative services for the department.

• Act as a point of contact for administrative queries from regional teams.

• Support onboarding logistics for new joiners across regions (equipment, access, documentation).

• Maintain department calendars, trackers and action logs.

• Support expense processing, invoice tracking and basic budget administration tasks.

• Ensure confidentiality and proper handling of sensitive department information.

• Support the coordination of internal events, town halls or team meetings.

• Support the team in ensuring that required documentation and information are available in a timely and organized manner.

• Handle confidential and sensitive commercial, technical, financial, and business information with a high degree of professionalism, discretion, and integrity.

• Perform other administrative, coordination, and operational duties as may reasonably be assigned by the Line Manager.

Qualifications and Experience:

• Bachelor's degree or Diploma in Business Administration, Office Management, Secretarial Studies, Information Technology Administration, or a related field.

• 3+ years of experience in an administrative, executive assistant or office coordination role.

• Strong organisational skills and ability to manage multiple priorities across regions/time zones.

• Proficiency in MS Office / Google Workspace and standard office administration tools.

• Excellent written and verbal communication skills in English.

• Strong attention to detail and discretion when handling confidential information.

• Experience supporting multi-regional or multinational teams is advantageous.

• Experience in coordinating meetings, preparing minutes of meetings, maintaining action trackers, and following up on outstanding actions.

• Strong interpersonal skills and a proactive, service-oriented approach.

• Ability to work independently while maintaining effective coordination with the wider team