Senior Administration Executive

Job Description

Company Introduction

Job Responsibilities and Duties

• Provide senior-level administrative and coordination support to Executive Management;
• Manage complex executive calendars, including scheduling, prioritisation, rescheduling, and resolving conflicts efficiently;
• Coordinate domestic and international travel arrangements, including detailed itineraries and accommodation bookings;
• Prepare professional executive reports, presentations, board documentation, meeting agendas, and formal minutes;
• Draft and manage correspondence on behalf of senior leadership where appropriate;
• Track management decisions, action points, and key deliverables, ensuring timely follow-up and completion;
• Serve as a trusted executive support partner, exercising sound judgment, discretion, and confidentiality at all times;
• Act as the central point of coordination for executive administrative and governance processes;
• Ensure all administrative deliverables meet high professional, governance, and confidentiality standards;
• Oversee administrative workflows to maintain consistency, accuracy, and accountability;
• Identify inefficiencies or gaps in processes and recommend practical improvements;
• Escalate critical administrative matters appropriately and in a timely manner;
• Organise and coordinate internal and external meetings, ensuring smooth execution;
• Attend designated meetings to record clear, structured minutes and monitor the implementation of follow-up actions;
• Liaise professionally with stakeholders and external parties in alignment with executive direction;
• Represent senior management in administrative and coordination matters, ensuring alignment with strategic objectives;
• Maintain clear, consistent, and professional communication across all stakeholders;
• Ensure coherence and alignment in internal communications issued by senior leadership;
• Facilitate effective information flow between executives, departments, and external partners;
• Act as a dependable escalation point for administrative or coordination matters affecting management efficiency;
• Uphold the highest standards of confidentiality and professional discretion at all times;
• Provide administrative support in governance and compliance-related matters, including documentation, record-keeping, and audit preparation;
• Maintain accurate, complete, and confidential records in line with regulatory and governance requirements;
• Support the development and continuous improvement of internal systems and administrative processes to enhance operational effectiveness.

Experience

• A minimum of 5 years’ experience in a senior administrative, executive assistant, or high-level coordination role;
• Proven experience supporting executive or senior management within a confidential, fast-paced environment;
• Strong experience in preparing executive reports, presentations, and governance documentation;
• Advanced proficiency in Microsoft 365, document management systems, and collaboration platforms such as SharePoint.

Personal Skills

• Demonstrated ability to work autonomously, manage competing priorities, and take full ownership of responsibilities with minimal supervision;
• Excellent written and verbal communication skills, with the ability to engage confidently and diplomatically at all organisational levels;
• Capable of building trusted relationships with senior stakeholders while maintaining professionalism and appropriate boundaries;
• Strong sense of accountability, with the ability to track action points, manage deadlines, and proactively deliver results;
• Exceptional attention to detail, with the ability to identify risks, inconsistencies, or gaps and address them effectively;
• Highly organised with strong planning and prioritisation skills, able to manage multiple high-priority matters simultaneously;
• Demonstrates integrity, discretion, and professionalism when handling sensitive and confidential information;
• Strong analytical and critical thinking skills, with the ability to anticipate challenges and propose structured, practical solutions;
• Confident in leveraging digital tools to improve workflow efficiency, tracking, and administrative control.