Executive - Administration

**RESIDENT STATUS**: Transferable

**JOB TITLE**: Executive - Administration

**SUPERVISOR/MANAGER**: The Executive - Administration will report directly to the Chief Administrative Officer (CAO).

**JOB SUMMARY**:
The Executive - Administration will be responsible for overseeing the organization's day-to-day administrative operations, ensuring efficient support across all departments. This role involves developing and implementing policies to enhance efficiency, coordinating office resources, maintaining records, and managing facilities. Key duties involve handling phone communication, ensuring timely payment of utilities, coordinating procurement, and maintaining office facilities. Additionally, the role includes record-keeping, supporting corporate events, analyzing administrative performance metrics, and contributing to strategic planning. The Executive will also oversee staff accommodations, ensuring a seamless experience for employees.

**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.

**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 dat