Administrative Officer
Job Summary
The Administrative Officer will provide comprehensive administrative and coordination support to multiple managers, ensuring smooth day-to-day operations, effective communication, and timely follow-up across departments. The role requires strong organizational skills, attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Manage multiple managers calendars, meetings, appointments, and schedules.
- Coordinate internal and external meetings, including preparing agendas, booking meeting rooms, and managing follow-ups.
- Prioritize meeting and appointment requests and resolve scheduling conflicts across different managers.
- Manage email correspondence and screen communications when required.
- Prepare professional presentations, reports, spreadsheets, and other business documents.
- Track action items and follow up with relevant departments to ensure deadlines are met.
- Coordinate business travel arrangements, including flights, accommodation, visas, transportation, and expense reports.
- Act as a central point of contact between managers, internal teams, departments, vendors, and external stakeholders.
- Organize and maintain digital files, records, reports, and confidential documents.
- Support project coordination by following up with departments, vendors, and other stakeholders on assigned tasks.
- Prepare meeting minutes, document key decisions and action points, and monitor progress on assigned tasks.
- Handle sensitive and confidential business information with a high level of professionalism and discretion.
- Provide general administrative support to ensure efficient daily operations.
Requirements
- Bachelor's degree or Diploma in Business Administration, Management, or a related field.
- Previous experience in an administrative, executive support, or coordination role is preferred.
- Strong organizational and time-management skills.
- Ability to support multiple managers and handle competing priorities effectively.
- Excellent written and verbal communication skills.
- Strong knowledge of Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
- Strong attention to detail and follow-up skills.
- Ability to work independently and coordinate effectively across multiple departments.
- Professional attitude with a high level of confidentiality and discretion.
- Ability to work effectively in a fast-paced and dynamic environment.
Key Competencies
Organization & Planning | Communication | Time Management | Attention to Detail | Multitasking | Coordination | Problem Solving | Confidentiality | Stakeholder Management | Follow-Up
