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Business Improvement Administrative Specialist

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Job SummaryProvide high-quality administrative, coordination, and light technical support to the Business Improvement Area (BIA) in ASSA. The role streamlines meeting management, stakeholder engagement, process documentation, basic WordPress and SharePoint website maintenance, project administration, and project reporting, ensuring initiatives are well-governed, on time, and visible to decision-makers.Key ResponsibilitiesMeeting & Governance Administration•Schedule, coordinate, and facilitate BIA and cross-functional meetings (e.g. steering committees, workgroups, website, vendor check-ins).•Prepare and distribute agendas, pre-read packs, attendance, and action logs.•Provide input to agendas base on outcomes of meetings and business activities.•Record accurate minutes capturing decisions, risks, dependencies, and actions with owners and due dates.•Track action closures and escalate overdue items.Stakeholder Engagement & Communications•Maintain and update stakeholder maps, RACI matrices, and contact lists.•Draft and distribute comms (updates, newsletters, release notes, change notices) aligned to BIA governance.•Coordinate workshops, demos, and training sessions (including logistics, invitations, feedback forms).•Serve as a courteous first point of contact for BIA queries.Process Documentation & Knowledge Management•Document current-state and future-state processes (SOPs, how-to guides, quick reference guides).•Version-control and curate a central BIA repository (SharePoint/Teams/ /OneDrive).•Ensure templates, naming conventions, and filing standards are consistently applied.•Support simple process mapping (e.g. swimlanes, RACI).Website & Content Maintenance (WordPress)•Perform basic WordPress updates (pages, posts, media, documents) and ensure links, forms, and downloads are functional.•Coordinate content updates with the rest of the business.•Coordinate with IT/Design for larger changes or issues.•Regularly checking the AI Bot conversation flows, assist in auditing responses for correctness and alignment with business rules.Project Administration & Reporting•Maintain project plans, logs, resource rosters, and calendars.•Track milestones, dependencies, and budget line-items (with guidance from the PM).•Draft communications between BIA and stakeholders.•Maintain project priority roadmap.•Assist with BIA status reports and executive summaries (KPIs, health, risks, decisions needed).•Support vendor/contract admin (SOWs, POs, invoicing trackers) in line with procurement policies.Minimum Requirements•Preferred Diploma or bachelor’s degree in business administration, information systems, related field (or equivalent exp https://www.executiveplacements.com/Jobs/B/Business-Improvement-Administrative-Specialist-1275278-Job-Search-03-25-2026-09-00-15-AM.asp?sid=gumtree

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