The Admin cum Secretary provides comprehensive administrative, secretarial, and coordination support to the holding company's executive management and affiliated subsidiaries. This role ensures smooth day‑to‑day office operations, effective communication across group companies, proper documentation, and reliable executive support while upholding professionalism and confidentiality at all times.
Key Responsibilities
Administrative & Office Management
- Oversee daily administrative operations of the holding company office.
- Manage office supplies, service contracts, vendors, and facility coordination.
- Maintain and organize physical and electronic filing systems for group records.
- Assist in implementing and maintaining administrative policies and procedures.
Secretarial & Executive Support
- Provide full secretarial support to senior management, including calendar management, scheduling meetings, and travel arrangements.
- Prepare agendas, take minutes of meetings, and ensure follow‑up on action items.
- Draft, review, and format correspondence, reports, presentations, and internal memoranda.
- Handle incoming calls, emails, and visitors in a professional and confidential manner.
Group & Subsidiary Coordination
- Act as a point of contact between the holding company and its subsidiaries.
- Coordinate meetings, communications, and reporting deadlines across group entities.
- Assist with consolidation of administrative reports and corporate documentation from subsidiaries.
- Support group-level initiatives, projects, and corporate events.
Document & Compliance Support
- Maintain corporate documents such as Board resolutions, shareholder records, licenses, and statutory filings (where applicable).
- Assist with preparation and submission of regulatory or compliance-related documents in coordination with legal, finance, or external advisors.
- Ensure proper filing and renewal tracking of company documents and contracts.
Confidentiality & Professional Conduct
- Handle sensitive information with the highest degree of discretion.
- Represent the holding company professionally in all internal and external interactions.
Qualifications & Requirements
- Bachelor's degree or diploma in Business Administration, Office Administration, Secretarial Studies, or equivalent.
- Minimum 1 year of experience in an administrative or secretarial role, preferably within a corporate or group structure.
- Strong organizational, multitasking, and time-management skills.
- Excellent written and verbal communication skills in English (additional languages are an advantage).
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- High level of professionalism, discretion, and attention to detail.
Preferred Skills & Attributes
- Experience supporting senior executives or board-level management.
- Familiarity with corporate governance documentation and processes.
- Ability to work independently and proactively in a fast-paced environment.
- Strong interpersonal skills with the ability to liaise across multiple entities.
- Flexible, dependable, and solution-oriented mindset.
