Administration Assistant with IT Expertise

About Alchemy Global

Alchemy Global is a consultancy focused on enhancing performance, optimizing operations, and driving strategic change. We partner with diverse organizations to create actionable, data-informed strategies that improve decision-making and deliver lasting impact. Our approach emphasizes structured methods, rigorous analysis, and a culture fostered around clarity, collaboration, and continual progress.

Position Overview

The role of Administration Assistant with an IT background involves delivering broad administrative support coupled with managing daily IT coordination and primary technical assistance. This position ensures smooth office functions, upkeep of IT resources, aid for staff with technology challenges, and liaison with external vendors to maintain seamless business operations.

Primary Responsibilities

• Support the Shared Services Manager and various departments administratively.
• Handle office correspondence, filing, documentation, and record keeping.
• Organize meetings including agenda preparation and minute-taking when needed.
• Manage travel plans and logistical arrangements for employees and guests.
• Monitor office inventory and facilitate procurement processes.
• Communicate with suppliers, service providers, and building management teams.
• Maintain company records ensuring effective document control.
• Coordinate equipment assignments and access during onboarding and offboarding of personnel.
• Assist in enforcement and upkeep of company policies and administrative protocols.
• Prepare business documents such as reports and presentations.
• Deliver first-level IT assistance covering hardware, software, printers, mobile devices, and Microsoft 365 products.
• Set up computing devices, user accounts, and office equipment for new hires.
• Resolve standard technical issues and arrange external IT vendor support for advanced problems.
• Maintain detailed records on IT assets, software licenses, warranty information, and maintenance timetables.
• Coordinate updates, maintenance, and replacement of IT hardware.
• Support monitoring of network devices and internet connectivity.
• Ensure adherence to IT security policies and promote cybersecurity awareness.
• Document IT procedures, asset inventories, and support tickets meticulously.

Qualifications

• Bachelor's degree in Information Technology, Computer Science, Business Administration, or related area.
• Three to five years of office administration experience combined with IT support duties.
• Prior experience in a dynamic corporate environment is advantageous.
• Proficient in Microsoft 365 and Windows operating systems.
• Knowledgeable in computer hardware, basic networking, and office technology tools.
• Exposure to ERP systems and IT asset management is a plus.
• Experience collaborating with external IT vendors and managing office technology infrastructure.

Skills and Competencies

• Strong organizational and administrative capabilities.
• Excellent communication and interpersonal skills.
• Ability to juggle multiple tasks and meet deadlines efficiently.
• Good analytical thinking and problem-solving aptitude.
• Customer service oriented with a proactive approach.
• Capacity to work autonomously with minimal supervision.
• Maintains high professionalism, confidentiality, and integrity.
• Effective documentation and reporting abilities.
• Attention to detail in all assignments.

Performance Indicators

• Rapid resolution of initial IT support queries.
• Precision and thoroughness in maintaining administrative records.
• Efficient handling of IT assets and office resource management.
• Smooth coordination of employee onboarding and offboarding.
• Positive feedback from staff regarding administrative and IT support services.
• Prompt finalization of assigned administrative tasks.
• Full compliance with organizational policies and procedures.

Collaborative Relationships

Internal: Administration, Human Resources, Finance, all business units, senior leadership.
External: IT service providers, office and equipment suppliers, building management, service contractors.

Personal Qualities

• Self-driven and motivated to take initiative.
• Strong accountability and ownership for responsibilities.
• Flexible and willing to learn new skills.
• Professional demeanor and approachable attitude.
• Team player with excellent customer focus.
• Discreet in handling confidential information.