Job Description

Your Role at Cabot:

The Administrative Assistant provides comprehensive administrative and operational support to ensure the smooth and efficient functioning of the facility. This confidential position reports directly to the Facility General Manager and has a matrix reporting line to the HR Manager.

You will be responsible for managing day-to-day administrative operations, coordinating HR-related support, handling documentation for compliance and audits, and overseeing communication and event activities. The role requires discretion, attention to detail, and the ability to coordinate across departments and stakeholders to maintain operational excellence.
How You Will Make an Impact:
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1. Administrative and Secretarial Support

Provide high-level administrative and secretarial assistance to the Facility General Manager and departments to ensure seamless daily operations. Manage calendars, schedule meetings, prepare reports and correspondence, and maintain confidential documents and records. Coordinate cross-departmental initiatives and assist in implementing site-level projects and improvement programs. Participate in administrative budget preparation, monitor office expenses, and recommend cost optimization measures.
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2. Office and Facility Coordination

Oversee administrative services including mail handling, office supplies, facility upkeep, and maintenance coordination. Manage visitor arrangements for local and international guests, ensuring compliance with site access, safety, and security procedures. Liaise with vendors for facility-related services and negotiate agreements to ensure quality and cost efficiency. Administer government and non-governmental affairs including license renewals and processing of annual fees (e.g., MPPD, FMM, Energy Commission).
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3. Human Resources Administrative Support

Provide administrative support in recruitment coordination, interview scheduling, onboarding, and employee record management. Assist in training administration by managing schedules, attendance, training records, and HRDC-related submissions including grant applications and claims.
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4. Audit and Compliance Coordination

Prepare and organize documentation for internal, external, and compliance audits. Coordinate with relevant departments to ensure audit readiness and timely submission of supporting materials. Maintain systematic filing and documentation for effective audit trails and compliance monitoring.
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5. Communication, Events, and Corporate Activities

Prepare and distribute internal communication materials such as newsletters, handbooks, and announcements. Support editing and production of company brochures or corporate publications. Coordinate company events, executive visits, corporate gatherings, and team-building activities. Organize charitable contributions and community engagement initiatives. Manage travel and transportation arrangements including visa processing, passports, and invitation letters. Maintain and manage the inventory of corporate promotional items and gifts.

What You Will Bring to Cabot:
Diploma or Bachelor's Degree in Business Administration, Human Resources, or a related field. Minimum of 3 years of administrative experience, preferably in a corporate or manufacturing environment. Strong organizational and multitasking skills with the ability to prioritize effectively. Excellent communication, interpersonal, and coordination skills. High level of discretion and confidentiality in handling sensitive information. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). * Strong attention to detail and a proactive, service-oriented attitude.