Senior Executive Administration Assistant

Our role

• Handle the front desk and maintain visitor records.
• Manage administrative chores and organizational tasks.
• Create a welcoming, professional environment for clients and customers.

Your tasks

• Managing the reception area and ensuring the office is neat and tidy.
• Greeting and welcoming clients, customers and visitors courteously and professionally.
• Answering phone calls and directing them to the appropriate staff member/department.
• Handling incoming and outgoing mail and packages.
• Taking care of general everyday tasks like scheduling appointments, organising files and maintaining office supplies.
• Manage office supplies, including procurement, inventory tracking, and vendor coordination.
• Maintain and organize accurate records, documents, and administrative databases.
• Schedule and coordinate meetings, appointments, and events, preparing agendas and keeping minutes.
• Oversee facility management, including maintenance, cleanliness, and compliance with safety standards.
• Serve as the point of contact between departments, ensuring seamless communication and workflow.
• End-to-end travel planning, including flights, hotels, transportation, and visa applications.
• Negotiating rates with vendors and ensuring cost-effective travel solutions.
• Communicating travel itineraries and updates to travelers.
• Managing emergency travel changes and cancellations.
• Maintaining travel records and expense reports.
• Managing office supplies and vendor relationships.

Preferred Candidate Profile:

1. Experience: 2 to 7 years in an office administration, operations, or executive assistant role within a corporate setting.
2. Educational Qualification: Bachelors degree in Office Administration, Business Management, or a related field. Secretarial qualifications are a plus.
3. Communication Skills: Strong verbal and written communication skills with the ability to interact confidently with all stakeholders.
4. Organizational Skills: Ability to manage multiple tasks, prioritize work, and maintain high levels of accuracy and follow-through.
5. Leadership & Initiative: Self-motivated with a proactive mindset and capable of taking ownership of tasks independently.
6. Technology Proficiency: Proficient in MS Office Suite (Excel, Word, PowerPoint) and familiar with ERP or office management software.