Job Description

Jo Description - Admin Executive

We are seeking a dedicated and organized Admin Executive to join our dynamic team. The ideal candidate will be responsible for a wide range of administrative tasks, ensuring the smooth operation of our office and providing essential support to our team.

Key Responsibilities:

1. Scheduling and Coordination

Schedule and organize meetings, appointments, and events for team members, preparing and distributing relevant agendas and materials.

Coordinate travel arrangements (flights, accommodations, transportation) and itineraries for employees traveling for business.

Act as the primary point of contact for meeting participants, ensuring all logistics and technical arrangements are in place.

Manage conference room bookings and resolve any scheduling conflicts.

2. Communication Management

Answer, screen, and route phone calls, emails, and other forms of correspondence professionally and promptly.

Serve as the main contact point for general inquiries, managing both internal and external communication with a courteous and professional demeanor.

Draft, proofread, and edit documents, emails, memos, and presentations as required by management.

Prepare and circulate official announcements, notifications, and memos.

3. Document Management and Record Keeping

Organize, maintain, and update both digital and physical filing systems for easy retrieval and reference.

Ensure the confidentiality of sensitive information and compliance with data protection policies.

Manage and update databases, tracking important information and generating reports when requested.

Assist in preparing reports, presentations, and documentation for meetings and other events.

4. Finance and Expense Management

Process and track office expenses, ensuring they align with the allocated budget and reporting any discrepancies.

Assist with budget planning by providing historical data and reports on office-related expenses.

Manage petty cash and reconcile receipts for office-related purchases.

Coordinate with the finance department for expense reimbursements, invoice processing, and payment follow-ups.

5. HR and Employee Support

Assist HR with onboarding processes, including preparing workstations and conducting office orientation for new hires.

Help organize employee engagement activities and company events, such as team-building sessions, holiday parties, or recognition events.

Address employee inquiries related to office amenities, policies, and general resources.

Maintain attendance records and assist in tracking leave requests or other HR-related documentation.

6. Reporting and Documentation

Prepare and distribute regular reports on office performance, expenses, and other key metrics.

Document processes and maintain accurate records of office procedures and policies for easy access.

Support the management team with special projects, research, and any additional administrative needs

Assist with company-wide audits by gathering requested documents and ensuring regulatory compliance.

Qualifications:

1. Experience in Administrative Assistant or similar role.

2. Strong organizational and time management skills.

3. Excellent communication and interpersonal skills.

4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

5. Ability to work independently and as part of a team.

6. Attention to detail and accuracy.

Preferred Qualifications:

7. Experience in a fast-paced office environment.

8. Knowledge of vendor management and procurement processes.

9. Familiarity with office management software or tools.

Job Type: Permanent

Pay: ?20,000.00 per month

Benefits:

Work from home
Application Question(s):

How many years of Admin experience do you have?
Work Location: Remote