Executive Admin Support

What You'll Do:

Provide Executive Support to the Managing Director

• Manage the Managing Director's calendar, meetings, appointments, and travel schedules.
• Coordinate domestic and international travel arrangements, ensuring seamless planning and execution.
• Prepare presentations, reports, meeting agendas, and professional correspondence.
• Track leadership action items, follow-ups, and key deliverables to ensure timely completion.
• Organise leadership meetings, town halls, business reviews, and other leadership engagements.
• Record meeting minutes and maintain governance trackers to support effective follow-through.
• Handle confidential and sensitive information with the highest level of discretion.
• Act as a key liaison between the Managing Director and internal and external stakeholders.

Manage Office Administration & Workplace Operations

• Oversee day-to-day office administration and operational activities.
• Ensure workplace readiness, facilities management, and a smooth office environment.
• Coordinate housekeeping, security, maintenance, and other workplace services.
• Manage office supplies, equipment, and general workplace requirements.
• Partner with building management and service providers to ensure efficient office operations.
• Identify opportunities to improve administrative processes and workplace efficiency.

Drive Vendor & Facilities Management

• Manage vendor relationships and monitor service delivery and performance.
• Track vendor contracts, renewals, invoices, and purchase orders.
• Support procurement activities and invoice processing.
• Coordinate with vendors and service providers to ensure timely resolution of operational requirements.
• Maintain accurate vendor documentation and support effective cost and service management.

Support Employee Experience & Workplace Services

• Coordinate employee onboarding and offboarding activities from an administrative perspective.
• Manage workstation setup, seating arrangements, access cards, and visitor management.
• Support employee engagement events, wellness initiatives, and workplace activities.
• Coordinate administrative requirements for leadership visits and employee-facing initiatives.
• Ensure employees have the necessary workplace support and facilities to perform effectively.

Coordinate Travel & Events

• Coordinate domestic and international travel arrangements for employees and leadership.
• Manage event logistics, including hospitality, transportation, and venue bookings.
• Support the planning and execution of leadership meetings, town halls, employee events, and business engagements.
• Ensure travel and event arrangements are organised, timely, and aligned with business requirements.

Drive Administration Governance & Reporting

• Maintain accurate administrative records, trackers, and documentation.
• Support budget monitoring, expense tracking, and administrative reporting.
• Track administrative processes and ensure timely completion of relevant activities.
• Support compliance with company policies, procedures, and administrative standards.
• Identify opportunities for process improvement, operational efficiency, and effective resource utilisation.

What It Takes:

Technical

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• 4–8 years of experience in Executive Assistant, Administration, Office Management, or Operations roles.
• Strong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience managing executive calendars, travel arrangements, meetings, presentations, and leadership documentation.
• Experience coordinating office administration, facilities, vendors, procurement, and workplace services.
• Ability to maintain administrative records, governance trackers, reports, and documentation.
• Experience supporting budget monitoring, invoice processing, purchase orders, and vendor contracts.
• Familiarity with employee onboarding, offboarding, workplace coordination, and event management.

Leadership & Collaboration

• Experience supporting senior leaders, Directors, or Managing Directors is preferred.
• Strong communication and interpersonal skills, with the ability to engage professionally with internal and external stakeholders.
• Ability to coordinate effectively with vendors, service providers, building management, and cross-functional teams.
• Strong organisational and time-management skills, with the ability to manage multiple priorities simultaneously.
• Ability to anticipate leadership and workplace requirements and proactively coordinate solutions.
• Strong stakeholder management skills with a focus on responsiveness, professionalism, and relationship building.
• Experience working in multinational, technology, engineering, or high-growth organisations is preferred.