Admin Executive & Executive Assistant To MD

Job Purpose

We are looking for a proactive, organised, and detail-oriented professional to manage day-to-day administrative activities while providing executive assistance to the Managing Director. The role requires strong coordination, communication, time management, and follow-up skills to ensure smooth office operations and effective execution of management priorities.

The ideal candidate should be professional, discreet, responsive, and comfortable handling confidential information and interacting with senior leadership, employees, clients, and external stakeholders.

Key Responsibilities

1. Executive Assistance to the Managing Director

• Manage the MDs calendar, appointments, meetings, and daily schedule.
• Coordinate internal and external meetings, including invitations, meeting rooms, and required documentation.
• Manage calls, emails, correspondence, and follow-ups on behalf of the MD, as required.
• Prepare meeting agendas, maintain minutes of meetings (MoM), and track action items to ensure timely closure.
• Coordinate travel arrangements, hotel bookings, transportation, and itineraries.
• Maintain important documents, presentations, reports, and records for quick access.
• Follow up with department heads and team members on tasks assigned by the MD and provide timely status updates.
• Handle sensitive information and confidential business matters with discretion.

2. Office Administration

• Manage day-to-day office administration, including housekeeping, office supplies, stationery, pantry, and maintenance requirements.
• Coordinate with vendors, service providers, building management, and facility support teams.
• Monitor administrative expenses, maintain bills and invoices, and coordinate with Accounts for timely processing.
• Ensure meeting rooms, the MDs cabin, and common office areas are organised and presentable.
• Maintain records of office assets, equipment, consumables, and administrative requirements.
• Support visitor management and ensure a professional experience for clients, business associates, and guests.
• Coordinate courier services, document dispatches, and other routine administrative activities.

3. Coordination and Follow-up

• Coordinate with Sales, CRM, Marketing, HR, Accounts, and other departments for management-related requirements.
• Track pending tasks, approvals, commitments, and deadlines assigned by the MD.
• Prepare basic trackers, status reports, and follow-up summaries using MS Excel and other office tools.
• Ensure timely communication of meeting schedules, management instructions, and important updates to relevant stakeholders.
• Escalate delays, pending approvals, and critical issues to the appropriate authority.

4. Documentation and Reporting

• Draft professional emails, letters, notices, and internal communications.
• Maintain organised physical and digital filing systems for administrative and management documents.
• Prepare basic reports, presentations, Excel trackers, and meeting documentation.
• Ensure proper documentation and timely retrieval of records whenever required.

Required Skills and Competencies

• Excellent verbal and written communication skills.
• Strong organisational, coordination, and follow-up abilities.
• Proficiency in MS Office, particularly Excel, Word, PowerPoint, and Outlook or equivalent calendar tools.
• Good email drafting, documentation, and record-management skills.
• Professional conduct, maturity, and attention to detail.
• Ability to prioritise multiple tasks and meet deadlines.
• High level of integrity and confidentiality when handling management information.
• Proactive approach with a strong sense of ownership and accountability.
• Ability to interact confidently with senior management, employees, clients, and vendors.

Educational Qualification and Experience

• Graduate in any discipline; candidates with a background in Business Administration or Management will be preferred.
• Minimum 1 year of experience in administration, executive assistance, office coordination, or a similar role.
• Experience supporting a senior executive, business owner, or senior management professional will be an added advantage.
• Prior experience in real estate, consulting, corporate offices, or service-oriented organisations will be preferred.

Key Performance Indicators (KPIs)

• Efficient management of the MDs calendar and meeting schedules.
• Timely follow-up and closure of management-assigned action items.
• Accuracy and timely preparation of meeting minutes, reports, and documentation.
• Smooth day-to-day office administration and vendor coordination.
• Timely completion of administrative requests and approvals.
• Proper maintenance of records, bills, invoices, and office assets.
• Professional handling of communication and confidential information.

Ideal Candidate Profile

The ideal candidate is dependable, well-organised, and action-oriented, with the ability to anticipate requirements, manage priorities independently, and ensure that commitments are followed through. The candidate should combine the discipline of an administrative professional with the responsiveness and discretion required to support the Managing Director directly.

Interested candidate can apply directly or call on [phone removed]