Senior Administrative Executive - Part-Time

Position Overview

We are seeking a proactive, detail-oriented, and highly organised Senior Administrative Executive to provide comprehensive executive administrative support to the management team. The successful candidate will be responsible for coordinating executive schedules, travel arrangements, meetings, executive communications, and day-to-day administrative operations while ensuring the efficient management of administrative processes and documentation.

The role requires exceptional organisational agility, sound judgment, and the ability to anticipate executive needs in a fast-paced, dynamic business environment. The ideal candidate is resourceful, highly discreet, able to manage multiple competing priorities, and demonstrates excellent communication, stakeholder management, professionalism, and executive presence. Experience supporting senior executives and managing business-facing communications, including professional social media platforms such as LinkedIn, will be highly advantageous.

Key Responsibilities

1. Provide comprehensive executive administrative and secretarial support to the management team.

2. Manage the calendars, appointments, meetings, and daily schedules of the management team to optimise executive productivity, proactively anticipating scheduling conflicts and adjusting priorities to ensure seamless executive workflow and business continuity.

3. Coordinate domestic and international travel arrangements, including flight bookings, accommodation, transportation, visa applications, and detailed travel itineraries.

4. Prepare meeting agendas, coordinate meeting logistics, record accurate meeting minutes, and distribute follow-up action items.

5. Translate management priorities into structured action plans, monitor and track keyaction items, and proactively follow up with internal and external stakeholders to ensure timely execution of deliverables and the achievement of critical business objectives.

6. Process expense claims, purchase requisitions, invoices, reimbursements, and other administrative documentation accurately and promptly.

7. Receive and assist visitors, business partners, and guests of the management team, ensuring a professional and welcoming experience.

8. Manage and enhance the professional presence of the management team on LinkedIn and other business-focused social media platforms by coordinating executive communications, scheduling content, and ensuring alignment with the Company's corporate branding, messaging, and strategic objectives.

9. Exercise sound judgment and maintain strict confidentiality when handling sensitive business information, executive communications, and public-facing content across both internal and external platforms.

10. Effectively prioritise competing requests, urgent matters, and strategic initiatives by exercising sound judgment, anticipating changing business priorities, and proactively resolving scheduling conflicts to maximise executive productivity and organisational effectiveness.

11. Serve as a trusted liaison between the management team, regional offices, cross-functional teams, and external stakeholders by facilitating effective communication, managing sensitive matters diplomatically, and coordinating strategic initiatives.

12. Build and maintain strong collaborative relationships across all levels of the organisation by leveraging a deep understanding of corporate structures, management priorities, and organisational dynamics to facilitate effective decision-making, cross-functional collaboration, and the successful execution of strategic initiatives.

13. Act as the backup for the Office Administrative Executive and provide coverage during periods of absence.

14. Assist the management team with personal administrative matters and errands, where required.

15. Support the Administrative Management Department in its day-to-day operations and undertake other administrative or ad hoc duties as assigned.

Job Requirements

• Diploma or Bachelor's degree in Business Administrative, Office Administrative, or a related discipline is preferred.

• Minimum 5 years of experience supporting a management team or regional leadership in a senior administrative support role.

• Excellent verbal and written communication skills with the ability to interact professionally with the management team, internal and external stakeholders.

• Exceptional organisational, prioritisation, time management, and multitasking skills, with the ability to manage competing priorities in a fast-paced executive environment.

• Demonstrated ability to anticipate the needs of the management team, proactively manage changing priorities, and resolve scheduling conflicts before they impact business operations.

• Experience managing calendars, international travel, board or management meetings, and confidential executive correspondence.

• Familiarity with LinkedIn and other professional business social media platforms, with the ability to coordinate executive communications while maintaining corporate branding and messaging.

• High level of integrity with the ability to maintain absolute confidentiality and exercise sound judgment when handling highly sensitive corporate information.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Microsoft Teams).