Administrative Assistant

Role Overview

This role supports the CEO's daily workflow while also maintaining the office's administrative backbone and its HR procedures. On a typical day, you'll manage executive schedules, coordinate internal communications, and process staff records so leadership can focus on strategic decisions. The position is central to ensuring that both the executive office and administrative functions run without disruption, directly shaping how efficiently the entire organisation operates.

Key Responsibilities

• Manage the CEO's calendar, appointments, and travel arrangements to optimise their time and ensure deadlines are met.
• Coordinate the full cycle of meeting logistics: prepare agendas, gather briefing documents, record minutes, and follow up on action items.
• Oversee office supply inventories, filing systems, and the flow of incoming and outgoing correspondence to keep day‑to‑day operations seamless.
• Handle HR administration tasks such as maintaining staff records, tracking leave balances, coordinating new hire onboarding, and arranging training sessions.
• Serve as the first point of contact for internal and external callers, visitors, and stakeholder enquiries, maintaining a professional and welcoming tone.
• Draft, format, and distribute official memos, letters, and reports on behalf of the CEO and management team.
• Support the implementation of office policies and HR procedures by assisting with updates, document storage, and compliance checks.
• Respond to ad‑hoc administrative requests from staff and management, prioritising tasks to support overall office productivity.

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Human Resource Management, Secretarial Studies, or a directly related field from a recognised institution.
• Minimum of two years’ hands‑on experience in an administrative role that also involved executive support or HR assistance.
• Proven ability to handle sensitive information confidentially and with sound judgement.
• Strong written and verbal communication skills, with a clear professional style for internal and external correspondence.
• Excellent organisational abilities, including planning, coordination of competing deadlines, and attention to detail.
• Customer‑service mindset with proactive problem‑solving and the resilience to manage a fast‑paced workload.
• Membership or eligibility for membership with the Institute of Human Resource Management (IHRM) or a similar professional body is a strong advantage.