Administration Executive

The Administration Executive will oversee daily office operations, support the management team, and ensure efficient administrative processes. This role requires strong organizational skills, attention to detail, and the ability to handle a wide range of tasks, including communication with stakeholders, maintaining office supplies, coordinating meetings, and managing records. The ideal candidate will be proactive, resourceful, and able to work independently.

Key Responsibilities:

Office Management:

Ensure smooth day-to-day office operations, including reception duties and mail distribution.
Maintain office supplies inventory and coordinate with vendors for office maintenance.
Monitor office equipment and arrange for repairs or replacements as needed.

Administrative Support:

Assist in the preparation of reports, presentations, and documents for management.
Organize and schedule meetings, appointments, and conferences, and maintain calendars.
Handle travel arrangements, accommodations, and itineraries for executives and staff.

Document Management:

Maintain and update company databases, employee records, and filing systems.
Manage the filing of financial, legal, and HR documents in both physical and digital formats.
Ensure compliance with company policies and regulatory requirements.

Communication:

Act as the point of contact between internal departments and external stakeholders.
Draft, edit, and proofread emails, memos, and other correspondence on behalf of the management.
Answer and direct phone calls and handle inquiries in a professional manner.

Event Coordination:

Plan and coordinate internal and external events, such as meetings, team outings, and workshops.
Coordinate logistics for company functions, ensuring that events run smoothly.

HR and Finance Support:

Assist in HR-related tasks, including onboarding, employee engagement, and maintaining attendance records.
Support basic accounting functions, such as processing invoices, reimbursements, and tracking expenses.

Compliance & Policy Management:

Assist in implementing and maintaining administrative policies and procedures.
Ensure the organization complies with local legal and regulatory requirements.

Qualifications:

Education: Bachelor’s degree in Business Administration, Management, or a related field.
Experience: Minimum of 2-3 years of experience in an administrative role or a similar capacity.

Skills:

Proficiency in MS Office (Word, Excel, PowerPoint) and office management software.
Strong written and verbal communication skills.
Excellent organizational and multitasking abilities.
Attention to detail and problem-solving skills.
Ability to work independently and handle confidential information.