Administration Executive

Job Description

Company Introduction

Job Responsibilities and Duties

• Oversee the organization and management of office documents, files, and databases to ensure easy access, accuracy, and compliance with established office procedures for confidential records;
• Produce high-quality reports, presentations, and briefs, demonstrating professional written and verbal communication skills;
• Facilitate effective meetings by preparing and issuing agendas, ensuring timely submission of required reports, taking detailed meeting minutes, and following up on action items with clear communication;
• Manage day-to-day administrative tasks efficiently;
• Coordinate diaries and schedule meetings and appointments, providing precise and timely reminders;
• Arrange travel logistics with meticulous attention to detail and effective communication with all relevant parties;
• Address executives’ requests and inquiries promptly and professionally, ensuring clarity and conciseness in all communications;
• Collaborate with colleagues to identify and implement efficient administrative practices that enhance operational effectiveness;
• Process insurance claims, follow-ups, and renewals efficiently to ensure timely handling of all related processes;
• Work closely with internal departments to align all activities with industry standards, maintaining compliance across the organization.

Experience

• A minimum of 3 years of experience in an administrative role;
• Demonstrate strong written and verbal communication skills in English;
• Proven experience in providing support to Managers or Executives across a variety of tasks and responsibilities;
• Proficient in utilizing Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) as well as other relevant software applications.

Personal Skills

• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously;
• Exceptional attention to detail, ensuring accuracy in documents, files, and reports;
• Presentable and professional demeanor in all interactions, both internally and externally;
• Ability to quickly adapt to changes and challenges, maintaining flexibility and a proactive approach;
• Excellent communication skills, effectively conveying information to a diverse range of stakeholders while actively listening to their concerns;
• Ability to build and maintain positive relationships with stakeholders at all levels, demonstrating empathy and understanding of their needs;
• Commitment to understanding and meeting customer needs, with strong ethics and integrity in handling confidential information;
• Consistently punctual and dependable, contributing to a positive and collaborative work environment;
• Proactive and solution-oriented problem-solving skills, capable of multitasking and meeting deadlines in a fast-paced environment.