Administrative Executive

Role Overview

The Administrative Executive is tasked with delivering extensive administrative, secretarial, and planning assistance to senior management and teams within designated divisions or departments. This role encompasses a wide range of duties including managing calendars and appointments, coordinating travel and expense processing, supporting departmental systems, handling business correspondence, and organizing events and functions. The position ensures seamless daily operations and efficient cooperation across teams and units.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to senior leaders and their teams.
• Oversee and maintain senior leaders' calendars, facilitating scheduling of meetings, appointments, offsite engagements, and lunches.
• Coordinate transportation logistics for offsite meetings and official functions.
• Assist in welcoming guests and provide refreshments as needed.
• Draft, manage, and process reports, business correspondences, and other documentation when required.
• Arrange and manage all travel logistics for senior leaders, including bookings, itinerary planning, visa procedures, hotel accommodations, and contingency arrangements.
• Handle claims, expense reimbursements, purchase requests, and invoice payments adhering to company policies.
• Support system access, procurement efforts, and administrative troubleshooting to assist staff.
• Facilitate employee onboarding and offboarding ensuring complete and timely administrative processes.
• Maintain organized filing systems, including handling legal and confidential documents appropriately.
• Manage departmental assets, ensuring equipment maintenance, servicing, and timely replacement.
• Supervise general office administration and coordinate with building management on repairs, maintenance, and facility concerns.
• Procure office supplies, beverages, and pantry consumables.
• Assist in office renovation projects, space management, and workspace setup as necessary.
• Provide logistical and administrative support for department events, port tours, and both internal and external functions.
• Assist in annual budget planning and monitor departmental expenses to align with approved budgets when applicable.
• Maintain precise and current records of agreements, approvals, and financial paperwork.
• Update and maintain team portals, email distribution lists, and other departmental communication systems.
• Act as a backup resource providing support to other divisions or departments as required.
• Perform additional duties as assigned.

Qualifications and Experience

• Possess GCE 'O' or 'A' Levels or hold a Diploma in Business Administration or a related field.
• Experience in administrative, secretarial, or office management roles is essential.
• Familiarity with enterprise management systems is advantageous.

Skills and Competencies

• Strong organizational, coordination, and problem-solving capabilities.
• Effective communication and interpersonal skills, able to collaborate across various staff levels.
• Proficient with Microsoft Office suite.
• Knowledgeable in airline booking systems, travel coordination, and international travel protocols.
• Detail-oriented with a high degree of accuracy and reliability.
• Adaptable and flexible in dynamic work environments.
• Displays professionalism and integrity, capable of handling confidential information sensitively.
• Proactive and customer-focused attitude, adept at managing multiple tasks efficiently.