Executive Administrator/Office Manager

Job Summary

We are seeking a highly organized, proactive, and professional Executive Administrator / Office Manager to provide comprehensive administrative and operational support to senior management while ensuring the efficient day-to-day running of the office. The successful candidate will coordinate executive schedules, manage office administration, support HR and sales administration, maintain effective communication across departments, and serve as a key point of contact for clients, suppliers, and internal stakeholders. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide executive administrative support to senior management, including calendar management, meeting coordination, travel arrangements, and correspondence.

• Oversee the day-to-day administration and smooth operation of the office.

• Coordinate internal communications and follow up on action items across departments.

• Support sales administration by preparing proposals, updating CRM systems, coordinating client follow-ups, and preparing sales reports.

• Assist with HR administration, including maintaining employee records, coordinating onboarding, tracking leave, and supporting general HR processes.

• Prepare professional reports, presentations, meeting agendas, and minutes.

• Act as the primary point of contact for clients, suppliers, service providers, and office visitors, ensuring a high standard of customer service.

• Monitor office supplies, equipment, service contracts, and administrative budgets.

• Maintain accurate and organized digital and physical filing systems.

• Coordinate office meetings, events, and logistics as required.

• Ensure compliance with company administrative policies and procedures.

• Support senior management with special projects and business initiatives.

• Identify opportunities to improve administrative processes and office efficiency.

• Handle confidential information with integrity and discretion.

Requirements

• Bachelor's degree in Business Administration, Office Management, Human Resource Management, or a related field. Equivalent professional experience may be considered.

• Minimum of 5 years' experience in executive administration, office management, executive assistance, or a similar role.

• Excellent written and verbal communication skills in English.

• Strong organizational, planning, and multitasking skills with excellent attention to detail.

• High level of professionalism, integrity, discretion, and confidentiality.

• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).

• Experience using CRM systems and other cloud-based business applications.

• Strong interpersonal, customer service, and stakeholder management skills.

• Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.

• Experience supporting directors, executives, or senior management is highly preferred.

• Exposure to sales administration, customer service, and HR administration is an added advantage.

• Previous experience in a professional services, corporate, coworking, hospitality, or media environment is preferred.