Admin Manager / Executive Assistant

About the Role

An exciting opportunity has arisen for a motivated professional to provide comprehensive administrative and executive support in a dynamic organization.

Key Responsibilities

Executive Support

• Provide high-level administrative support to the MD, including managing calendars, scheduling meetings, and coordinating travel arrangements
• Handle incoming and outgoing communications on behalf of the MD, including emails, phone calls, and correspondence
• Assist in preparing the MD for meetings, including providing agendas, background information, and necessary documents
• Manage the MD's schedule, including calendars, appointments, and coordination of activities
• Ensure clear and detailed communication with the MD through various channels, including emails, phone calls, SMS, and WhatsApp

Internal Communication & Employee Relations

• Act as a liaison between employees and the MD, ensuring clear communication and understanding
• Manage and resolve employee complaints related to work tools, office support, and other internal issues

Vendor & External Relations

• Act as a primary liaison with third-party vendors, utility providers, building management, and other external parties
• Maintain good relationships with vendors to ensure timely and effective resolution of issues

Office Operations & Cost Management

• Implement and manage strategies to reduce operational costs in office administration and the MD's office
• Identify and implement cost-saving initiatives without compromising quality and efficiency
• Prepare and manage accurate weekly/monthly budgets and ensure timely submission to management
• Track office expenditures and manage office budgets to prevent overspending

Infrastructure & Resource Management

• Ensure the availability and maintenance of work tools required by staff, including vehicles, airtime, data allocations, laptops, email, power, internet, and working environment
• Ensure office supplies are available as required and maintain inventory at minimum required levels
• Monitor and manage inventory levels to avoid shortages and surpluses

Documentation & Record Management

• Maintain organized and up-to-date records of all correspondence and documentation, including minutes of meetings, letters, and presentations