Executive - Administration
1 month ago
The Role
**MAIN DUTIES/RESPONSIBILITIES**: - Oversee the day-to-day administrative operations of the organization, ensuring efficient and effective support to all departments and functions. - Develop and implement comprehensive administrative policies, procedures, and best practices to streamline workflows and maintain organizational integrity. - Manage the administrative team, including hiring, training, scheduling, and performance evaluation to ensure high levels of productivity and service quality. - Serve as the primary point of contact for all administrative inquiries, requests, and escalations, providing timely and accurate responses. - Answer, screen, and direct phone calls in a professional manner, providing accurate information and ensuring excellent customer service. - Ensure timely payment of office phone bills and other utilities, maintaining accurate records and receipts. - Coordinate and oversee the procurement of office supplies, equipment, and services, negotiating favorable terms and maintaining vendor relationships. - Manage the organization's facility and office space, including maintenance, repairs, and optimization of workspace utilization. - Implement and maintain robust record-keeping systems, both physical and digital, to ensure the secure storage and retrieval of important documents and data. - Assist with the planning and execution of corporate events, conferences, and other administrative activities. - Collaborate with the human resources team to support employee onboarding, benefits administration, and other HR-related matters. - Monitor and analyze administrative performance metrics to identify areas for improvement and implement data-driven optimization strategies. - Contribute to the organization's strategic planning and decision-making processes by providing insights and recommendations based on administrative best practices. - Coordinate and oversee all aspects of accommodation arrangements, including the maintenance of staff accommodations, to ensure optimal comfort, convenience, and a seamless experience for employees throughout their stay.
**Requirements**:
**Experience**: - Minimum 03-04 years of progressive experience in administrative management, preferably in a corporate or multinational environment. - Demonstrated track record of successfully leading and optimizing administrative functions, including team management, process improvement, and performance optimization. - Extensive knowledge of best practices in office management, procurement, facilities management, and records management. - Experience in coordinating and supporting corporate events, conferences, and other administrative activities. - Familiarity with human resources policies, procedures, and compliance requirements. Soft Skills: - Excellent organizational and time management skills to prioritize tasks, delegate responsibilities, and meet deadlines. - Strong problem-solving and decision-making abilities to address administrative challenges and optimize workflows. - Exceptional communication and interpersonal skills to collaborate effectively with cross-functional teams and stakeholders. - Leadership and coaching abilities to build, motivate, and develop a high-performing administrative team. - Attention to detail and a meticulous approach to ensure the accuracy and completeness of administrative records and documentation. - Proactive and solutions-oriented mindset to anticipate and address administrative needs before they become critical. - Adaptability to changing business requirements, technological advancements, and organizational priorities. Technical Skills: - Proficient in using office productivity software, including Microsoft Office suite (Word, Excel, PowerPoint, and Outlook). - Experience in implementing and managing enterprise resource planning (ERP) systems, document management software, and other administrative technologies. - Familiarity with procurement and vendor management platforms, as well as expense tracking and reimbursement systems. - Understanding of data analysis and reporting tools to monitor and optimize administrative performance. - Knowledge of facility management practices, including maintenance, space planning, and sustainability initiatives. - Familiarity with human resources information systems (HRIS) and employee onboarding/offboarding processes.
About the company
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