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.