Leadership & Supervision: Supervise junior administrative staff, provide guidance, assign tasks, and ensure smooth workflow across departments.
Executive Support: Assist senior leadership with managing their schedules, travel arrangements, meetings, and correspondences. Prepare reports, presentations, and other materials as needed.
Project Coordination: Manage key administrative projects and processes, ensuring deadlines are met and deliverables are achieved.
Advanced Office Management: Oversee office functions such as inventory management, vendor relations, and office equipment maintenance. Ensure the office environment is organized and efficient.
Strategic Communication: Act as a liaison between departments, management, and external stakeholders. Handle confidential or sensitive information with discretion and professionalism.
Document & File Management: Oversee the preparation, organization, and filing of documentation, including contracts, financial records, and other sensitive data.
Process Improvement: Identify areas for improvement in administrative processes, implement best practices, and optimize workflows to enhance overall efficiency.
Carry out tasks that support the smooth and efficient operation of the company, including duties not specifically listed in this description but reasonably related to the role.
Demonstrate professionalism, punctuality, and a cooperative attitude toward supervisors, peers, and clients.
Promptly report issues, risks, or unusual occurrences to the supervisor or management.
Provide assistance to colleagues and other departments when needed, fostering teamwork and a collaborative environment.
Key Results Area (KRAs)
Ensure that junior administrative staff are effectively supervised, well-guided, and able to meet deadlines.
Maintain safe, secure, and well-functioning office facilities at all times. Ensure preventive and corrective maintenance schedules are executed without delay.
Number of tasks completed outside the specific job description, yet essential for business continuity.
Support business continuity by handling critical tasks outside the standard JD when required and adapting quickly to new priorities.
Ensure that all documentation, including contracts, financial records, and sensitive data, is accurately prepared, organized, and filed.
Identify inefficiencies in administrative processes and recommend or implement improvements to optimize workflows.
Ability to quickly adapt to new tasks or responsibilities as the needs of the business change.
Qualifications and Experience
Bachelors degree in Business Administration, Office Management or any related field.
With at least 1 year of progressively responsible experience in Administrative support, office coordination or executive assistance roles.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong reporting and documentation skills (data entry, formatting, templates).
Excellent communication and interpersonal skills.
Time management and ability to handle multiple tasks.
Ability to train or mentor junior administrative staff.
Key Competencies and Skills
Ability to manage multiple priorities and tasks efficiently.
Ensures timely delivery of reports, projects, and administrative duties
Accuracy in preparing reports, documents, and data entry
Strong verbal and written communication for internal and external correspondence.
Capable of drafting high-quality reports, meeting minutes, memos, and presentations.
Assists with budget tracking, purchase orders, and expense reconciliations.
Contributes positively to team morale and supports team goals.
