Job Description:

Job Objectives

The Team Assistant provides high-level administrative, logistical, and operational support to the regional Customer Support team and the Regional Head of Customer Support. Acting as a central pillar for team collaboration, this role ensures operational efficiency, strict adherence to corporate compliance, and seamless daily workflows.

Job Responsibilities

Customer Support Strategic Meeting Coordination & Event Logistics

• End-to-End Organization: Oversee the logistical planning and execution for critical governance forums, including Executive Review Meetings (ERMs), Senior Management Meetings (SMMs), and Weekly Operations meetings.

• Resource & Means Management: Ensure all meeting infrastructure is fully operational, including the advanced setup of meeting rooms, troubleshooting of audio-visual/digital collaboration technology, and coordination of catering and beverage services.

Travel Management & Compliance Optimization

• Itinerary Planning: Manage comprehensive travel arrangements for the Regional Head of Customer Support and Customer Support Directors, including flights, accommodations, and ground transportation.
• Cost & Policy Control: Implement rigorous checks and balances to guarantee all travel plans are cost-effective, optimized for efficiency, and fully compliant with company travel policies.
• Documentation: Prepare and organize all necessary travel documentation, visas, and expense-related materials as well as external and internal executive visits agendas.

Advanced Administrative Support & Data

• Operational Support: Perform essential administrative functions, including maintaining records, filing, data entry, and drafting high-quality reports and presentations for stakeholders.

• Information Management: Serve as a reliable point of contact for internal and external inquiries, ensuring timely and professional communication.

• Data Integrity: Support critical data management efforts by meticulously maintaining, updating, and ensuring the accessibility of key administrative databases (e.g., KYC database, Customer Master files, and Return to Service data).

Corporate Gifting & Compliance Coordination

• Procurement & Delivery: Coordinate the selection, ordering, and timely distribution of corporate gifts for Customer Support Directors.
• Policy Alignment: Ensure all gifting activities strictly adhere to company ethics, compliance regulations, and budgetary guidelines.

Cross-Functional Team Collaboration

• Relationship Management: Partner closely with team members to proactively identify administrative bottlenecks, understand evolving needs, and deliver tailored operational support.

Secondary Responsibilities

• Strategic Calendar Gatekeeping: Proactively audit and defend leadership & team time by filtering meeting requests, minimizing low-value engagements, and ensuring adequate buffer time for deep work.
• Culture & Morale Orchestration: Design and execute team-building initiatives, offsites, and peer-recognition programs to combat burnout within the high-stress customer support environment.
• Workflow Automation Spotting: Continuously audit administrative bottlenecks (e.g., travel approvals, data entry) and recommend digital tools or macros to streamline leadership operations.
• Budget & Expense Pre-Screening: Conduct first-pass reviews and reconciliation of leadership & team travels and operational expenses to catch anomalies prior sign-off.
• Onboarding Facilitation: Serve as the logistical and cultural anchor for new hires within the Customer Support leadership team, coordinating IT provisioning, access rights, and introductory agendas.
• Knowledge Asset Maintenance: Take ownership of keeping internal department process data, organizational charts, and administrative procedures updated.
• Ad-Hoc Crisis Triage: Act as the first point of contact during operational emergencies (e.g., system outages), rapidly routing critical information to the right directors while they focus on resolution.

Job Requirements

• Minimum Diploma in Business Administration or a related field (or equivalent professional experience)
• 3+ years of proven experience supporting senior leadership, managing dynamic calendars, and orchestrating end-to-end logistics for critical Proficiency in Google Workspace, including deep familiarity with digital collaboration tools (e.g., Teams, Zoom…) and troubleshooting meeting room
• Track record of planning itineraries, visas, and enforcing corporate travel and expense policies
• Capable of maintaining complex administrative databases (e.g., salesforce or KYC data) and drafting polished, high-quality reports and slide decks for team or exec review
• Flawless written and verbal communication skills, with the proven ability to liaise professionally with cross-functional global teams and external stakeholders
• Previous administrative or operational experience within a highly regulated, technical, or global sector (such as aerospace, manufacturing, or enterprise tech)
• Working knowledge of corporate compliance protocols, specifically relating to procurement, budget oversight, and corporate gifting ethics

This job requires an awareness of any potential compliance risks and a commitment to act with integrity, as the foundation for the Company’s success, reputation and sustainable growth.

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