Core Competencies:
- Ethics. Works with integrity; Upholds organizational values
- Dependability. Follows instructions, and responds to management direction; results oriented and committed to achieving objectives and tasks as required
- Teamwork and Collaboration. Exhibits objectivity and openness to other’s views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively
- Professionalism. tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration; Accountable for all actions and decisions
- Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values
- Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness
- Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results
Job Overview:
We are seeking an Executive Administrator to ensure the smooth day-to-day operation of the CEO’s office by managing the CEO’s calendar, inbox, travel, and events. This role coordinates priorities across IT, HR, Marketing, Legal, and back-office functions, turning strategic goals into actionable results. It’s a visible, fast-paced position suited for a proactive, organized professional who combines executive support with strong operational and technical skills.
Key Responsibilities:
- Review incoming emails daily, flag urgent items and draft CEO responses for approval.
- Route and delegate emails with clear instructions and timelines.
- Maintain and update CEO calendar; eliminate conflicts and circulate confirmed invites.
- Prepare meeting agendas, briefing packs and track follow-ups/action items.
- Research and book flights, hotels, visas and local transport; compare quotes and confirm bookings.
- Prepare full trip itineraries and conference briefing packs.
- Coordinate event participation, registration, passes and marketing collateral (cards, bags, pens).
- Manage GCPW user provisioning, device policies, credential syncs, BitLocker keys and login troubleshooting.
- Maintain change logs, manage password/device inventories and perform offboarding data migration/backups.
- Set up email routing for leave/operations and provide first-line technical support to the team.
- Ensure compliance with financial regulations and company policies.
- Assist in internal and external audits by preparing necessary documentation.
- Maintain confidentiality of financial and business information.
- Maintain and update LinkedIn/company profiles; post CEO-approved achievements.
- Liaise with design/video vendors; review creatives; create quick assets in Canva/Napkin.
- Prepare company/leadership profiles and coordinate event marketing collateral.
- Shortlist and schedule interviews; manage candidate communications.
- Plan team engagement activities and maintain vendor lists.
- Listen to team concerns, triage escalations and coordinate with HR/department heads.
- Review operational agreements for compliance and risk exposure.
- Draft simple contracts from templates and manage a contract template library.
- Escalate complex matters to legal counsel with concise summaries.
- Coordinate liability insurance and permit renewals (e.g., RTA advertising permit).
- Build and maintain JotForm automations, SOPs and quick-reference guides.
- Translate management objectives into clear deliverables for back-office teams and act as escalation point.
- Anticipate CEO needs; act as first point of contact when CEO is unavailable.
- Screen and summarize incoming information; escalate only what requires CEO attention.
- Handle sensitive documents and conversations with absolute discretion.
Requirements:
- Graduate specialized in MS office, Calendar Management, Organization and Multitasking software, applications etc. having knowledge of all admin. activities.
- Excellent Communication Skills
- Excellent Follow-up Skills
- Polite and balanced temperament
- Tech Savvy – aware about various tools available for increased productivity
- Time-management skills
- Attention to detail
- Organization skills
- Ability to multitask and prioritise tasks
