Projects & Administrative Assistant at BURN

About the Role:

• The Projects & Administrative Assistant will provide structured administrative, coordination, and project support to the Business Unit Director. This role ensures smooth day-to-day operations across the BU, supports project execution, assists with documentation and presentations, and helps maintain momentum on all departmental priorities. The ideal candidate is highly organised, proactive, and comfortable working with multiple stakeholders in a fast-paced environment.

Key Responsibilities

• Administrative Support
  • Manage scheduling, calendar coordination, meeting preparation, and travel logistics for the BU Director & department
  • Maintain organised filing systems, shared folders, and BU documentation.
  • Prepare meeting agendas, minutes, summaries, and follow-up action points.
  • Draft internal communications, notices, and simple reports as needed.
• Project Coordination
  • Assist in developing and updating project trackers, action logs, Gantt charts, and progress reports.
  • Coordinate with different teams (engineering, supply chain, carbon, sales, installations, marketing) to gather updates.
  • Support monitoring of project timelines, risks, and deliverables; escalate delays where necessary.
  • Help ensure BU milestones, deadlines, and KPIs are tracked and met.
• Presentation & Reporting Support
  • Prepare high-quality PowerPoint presentations for internal and external meetings.
  • Assist in compiling weekly and monthly BU performance updates.
  • Support data collection and basic analysis for use in management decisions.
• Stakeholder & Team Coordination
  • Serve as a central coordination point for BU communication.
  • Help organize partner meetings, workshops, and field visits.
  • Follow up with teams to ensure action items are completed on time.
• Operational & Logistical Support
  • Assist with procurement requests, vendor coordination, and administrative documentation.
  • Support budget tracking for BU activities where needed.
  • Provide support during recruitment and onboarding of BU team members.

Skills and Experience:

• Diploma or bachelor’s degree in business administration, Project Management, Operations, or a related field.
• At least 3 years of experience in administrative support, project assistance, operations support, or a similar role.
• Proficiency in PowerPoint, Excel/Sheets, and project management tools.
• Strong written and verbal communication skills.
• Experience supporting senior leadership is an added advantage.
• Excellent organisational and time-management skills.
• High attention to detail and strong follow-through.
• Ability to multitask and prioritise in a fast-paced environment.
• Proactive, resourceful, and solution-oriented.
• Strong interpersonal and coordination abilities.
• Ability to work independently with minimal supervision.