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Manager, Administration
3 weeks ago
**RESPONSIBILITIES**:
- Manage the calendars for multiple executives to best meet the needs of the business.
- Coordinate executive travel by partnering with Advanced Energy’s travel service to book travel, process expense reports, and maintain records and receipts.
- Schedule and set up meetings and events for assigned groups - including scheduling rooms, ordering meals, managing audio visual tools, taking notes, etc.
- Attend a variety of meetings including staff, monthly/quarterly, and team meetings to process meeting minutes/notes, prepare summaries/reports to distribute to staff as appropriate and maintain database of action items.
- Create presentations, spreadsheets, and written communications in a professional manner and appearance.
- Act as a project manager for nonrecurring and ongoing special projects, and work both independently and within a team until successfully completed.
- Process bills and maintain/order office supplies.
- Cross train with peers for coverage.
- Manage day-to-day operations of the office and partner with the facilities coordinator.
- Maintain upkeep of lobby, conference rooms, break rooms, canteen, and other common areas.
- Manage the full spectrum of canteen and transportation services. Perform as liaison with varies vendors, providing maintenance, security, and other services.
- Member of events team.
- Ensure activities meet with and integrate with organizational requirements for quality management, health and safety, code of conduct, legal stipulations, environmental, 5S policies, and general duty of care.
- Other duties as required to maximize the executives’ efficiency.
**WORK ENVIRONMENT**
- Location: Penang Science Park, Simpang Ampat Penang.
- Works in standard office environment and uses general office equipment (phone, PC, copier, fax machine etc.)
**QUALIFICATIONS**:
- Advanced Microsoft Office skills (Word, Excel, Outlook, PowerPoint, and Visio).
- High degree of professionalism in interactions and attire.
- Project management capabilities.
- High level of interpersonal skills to handle sensitive and confidential situations; position requires demonstrated poise, tact, and diplomacy.
- Strong attention to detail.
- Ability to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
- Analytical ability required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work. Advanced communication skills with team player mindset.
- Exhibit a high level of comfort and tact when communicating with all levels within the organization as well as those outside the organization.
- Maintain high levels of confidentiality and professionalism.
- Available during the traditional work week, and outside the traditional workday for urgent matters.
**EXPERIENCE**:
- 5+ years of related corporate administrative and human resource experience in a manufacturing environment, preferably in a high tech environment.
- Experience managing and maintaining the operations of an office.
- Executive administrative / HR assistant experience preferred.
- Familiarity with Human Resources Information Systems (HRIS) is preferred.
- Basic knowledge of labor legislation.
**EDUCATION**:
- Bachelor’s degree in Business Administration, Human Resources Management or equivalent combination of education and experience.
**OTHERS**:
Applicants must be willing to work in Penang Science Park, Simpang Ampat.
**BENEFITS**:
AAs part of our total rewards philosophy, we believe in offering and maintaining competitive compensation and benefits programs for our employees to attract and retain a talented, highly engaged workforce.
Our compensation programs are focused on equitable, fair pay practices including market-based base pay, an annual pay-for-performance incentive plan, and etc.
In addition to our competitive compensation practices, we offer a strong benefits package in each of the countries in which we operate. In Malaysia., we offer a rich benefits package that includes:
- Medical - health care plan, dental, and vision.
- Short and long-term disability and life insurance.
- Executive Employee Health Screening package.
- Generous paid time off starting at 15days and 19 public holidays.
- 90days of paid maternity leave for Moms and 5 working days of paid paternity leave for Dads.
- AE Child-Of-Employee Scholarship Program.
- Employee Referral Program.
- Career Growth and Learning Opportunity.
