Administrative Assistant

Brief Qualifications & Primary Job Descriptions:

Position:

Admin Assistant (Project Based)

Role Overview:

Q Media is looking for a reliable and detail-oriented Administrative Staff who will be deployed to support a major telecommunications client. This role provides administrative, documentation, and coordination support to ensure smooth day-to-day operations and efficient project execution. The ideal candidate is highly organized, proactive, and capable of handling multiple administrative tasks in a fast-paced environment.

Key Responsibilities:

1. Documentation & Reporting Support

• Prepare, organize, and maintain project-related documents and records.
• Assist in the creation and consolidation of reports, trackers, and presentations.
• Ensure accuracy, completeness, and timely submission of all documentation.
• Maintain proper filing systems (digital and physical) for easy retrieval.

2. Calendar & Meeting Coordination

• Manage calendars, schedules, and meeting arrangements for the team.
• Coordinate internal and external meetings, including logistics and meeting materials.
• Prepare meeting agendas, take minutes, and track action items.
• Ensure timely communication of schedules and updates to stakeholders.

3. Budget Documentation Assistance

• Support in organizing and tracking budget-related documents and expenses.
• Assist in compiling billing requirements, receipts, and supporting documents.
• Help prepare reports for budget monitoring and reconciliation.
• Ensure proper documentation for financial processes and compliance.

4. Logistics & Operational Support

• Assist in coordinating logistics for meetings, events, and project activities.
• Support procurement and delivery of materials, supplies, and assets.
• Coordinate with vendors and internal teams for logistical requirements.
• Ensure smooth execution of day-to-day operational needs.

5. Administrative Coordination

• Serve as a coordination point between teams, vendors, and stakeholders.
• Assist in tracking deliverables, timelines, and administrative requirements.
• Provide general administrative support to ensure efficient workflow.
• Handle ad hoc administrative tasks as needed.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or any related field.
• At least 1 year of experience in administrative or coordination roles (fresh graduates are welcome to apply).
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• High attention to detail and accuracy.
• Proficient in Google Workspace (Docs, Sheets, Slides, Drive).
• Ability to multitask and work in a fast-paced environment.

Work Setup

• Hybrid work arrangement (with required onsite reporting as needed).
• Deployment will be in support of a key client project.
• May be required to report to Q Media office for internal coordination and reporting.
• Minimal fieldwork may be required depending on project needs.

Employment Terms

• This role is a project-based engagement for 1 year under Q Media.
• There is a possibility of extension based on project requirements and performance.

Why Join Q Media?

• Opportunity to gain hands-on experience supporting large-scale client operations
• Exposure to structured project environments and cross-functional teams
• A dynamic and collaborative workplace with growth opportunities

Job Types: Full-time, Project Based

Work Location: In person