Executive - Administration

Job Summery

The Administration Executive is responsible for overseeing and coordinating various administrative functions to ensure the smooth and efficient operation of the office. This role involves managing day-to-day office activities, supporting senior management, and facilitating effective communication within the organization.

Key Responsibilities

Office Management: Oversee daily office operations, including maintenance of office equipment and supplies, ensuring a well-organized and efficient working environment.

Scheduling & Coordination: Manage executives' calendars, schedule meetings, appointments, and travel arrangements, ensuring optimal time management.

Communication: Handle internal and external communication, including emails, phone calls, and other correspondence, serving as a point of contact between executives and stakeholders.

Documentation & Record Keeping: Maintain and update company databases and records, ensuring data accuracy, integrity, and confidentiality. Assist in document preparation and distribution as needed.

Meeting & Event Management: Organize and coordinate meetings, prepare agendas, take minutes, and ensure timely follow-up on action items. Coordinate office events, training sessions, and conferences.

Support to Senior Management: Provide administrative support to senior management, assisting in the preparation of reports, presentations, and other documents.

Compliance & Policy Implementation: Ensure adherence to company policies and procedures, and assist in implementing organizational standards and best practices.

Resource Management: Manage office supplies inventory, place orders when necessary, and oversee office maintenance to ensure a conducive working environment.

Qualifications & Experience

Education: Bachelor's degree in Business Administration, Management, or a related field.

Experience: Minimum of 0–2 years of experience in administrative roles, with a proven track record in office management and executive support.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with office management software and tools is advantageous.

Soft Skills: Strong organizational and multitasking abilities, excellent verbal and written communication skills, attention to detail, and problem-solving capabilities.

Discretion: Ability to handle confidential information with integrity and discretion.

Desired Attributes

Time Management: Ability to prioritize tasks effectively and manage time efficiently.

Adaptability: Flexibility to handle changing priorities and work under pressure.

Team Collaboration: Strong interpersonal skills to work effectively with cross-functional teams.

Proactivity: Initiative to identify areas for improvement and implement solutions.

Professionalism: Maintain a high level of professionalism in all interactions and tasks.