Department Secretary and Administration

Job Summary

We are seeking a reliable, well-organized, and detail-oriented Department Secretary and Administration/Project Management Assistant to support the smooth daily operation of EAA & EAB departments. The role is primarily focused on department secretary and administrative coordination, including department records, meeting and event logistics, procurement follow-up, communication support, and administrative support to the Department Head. The role will also provide basic project management assistance to project managers and project teams when required. The ideal candidate should have strong communication and planning skills, a proactive mindset, and the ability to manage multiple tasks with accuracy, discretion, and confidentiality.

Key Responsibilities

1. Administrative & Operational Support:

• Support daily department operations, including onboarding and offboarding coordination for new joiners and leavers, such as account requests, accessories, workstation arrangements, IT equipment coordination, and related follow-up.
• Maintain key department records, including employee lists, organization charts, borrowed resource lists, overtime data, newcomer and exit lists, internal system information, and other assigned records.
• Serve as the main administrative contact point for department-related information and coordination.

2. Support to Department Head:

• Provide direct support to the Department Head, including calendar coordination, meeting scheduling, travel arrangements, preparation of materials, action item follow-up, and ad-hoc administrative requests.

3. Meeting & Event Logistics:

• Coordinate meetings, workshops, internal events, and team-building activities, including agenda preparation, venue and logistics arrangement, meeting minutes when needed, and post-event follow-up.

4. Asset & Office Supplies Management:

• Manage department accessories, assets, office supplies, storage areas, and inventory records; coordinate maintenance or replacement when required.

7. Procurement & Financial Follow-up:

• Support purchasing requests, purchase order follow-up, payment tracking, and related documentation in coordination with relevant stakeholders.
• Support department communication, engagement activities, associate initiatives, surveys, announcements, gifts, and recognition activities as assigned.
• Coordinate timely and professional information flow between company-level functions, department management, and associates.

8. Project Management Assistance:

• Support project managers with simple project trackers, schedules, status updates, action item follow-up, and related documentation.
• Assist with basic project reporting, data consolidation, and administrative follow-up when requested by project managers.

Qualifications:

• Bachelor’s degree in business administration, languages, economics, project management, or a related field.
• At least 6 months of experience in administration, secretarial support, project coordination, or a similar role.
• Preferred internship experience at Bosch to shorten process training timeline.
• Good English communication skills, especially speaking and writing.
• Strong organizational, time management, and follow-up skills.
• High attention to detail and accuracy in documentation, data consolidation, planning files, and follow-up tasks.
• Discretion and confidentiality when handling sensitive information.