Administrative Executive

About the role

We are seeking a highly organized, resourceful Administrative Executive to serve as a shared administrative resource for the organization, with priority support to the CEO and CFO. This role blends executive scheduling support with broader office administration, procurement, records management, and cross-departmental coordination — ideal for someone who thrives on variety and enjoys being the go-to person who keeps things running.

Job Responsibilities

Executive Support (CEO & CFO Priority)

• Manage and coordinate calendars for the CEO and CFO, resolving conflicts and prioritizing appointments

• Schedule and coordinate board meetings, investor calls, and client engagements

• Prepare meeting agendas, briefing materials, and minutes; track follow-up actions

• Arrange domestic and international travel, itineraries, and expense reconciliation

• Screen emails/calls and draft correspondence, memos, and presentations on behalf of executives

Meeting Coordination

• Organize logistics for meetings, including venue/room booking, video conferencing setup, and catering where needed

• Prepare and distribute meeting agendas, briefing materials, and minutes

• Follow up on action items and ensure deadlines are tracked and met

Travel & Logistics

• Arrange domestic and international travel, including flights, accommodation, and itineraries for all staff who are required to travel.

• Prepare travel expense reports and reconcile receipts

• Submit travel claims for payment on behalf of CEO and CFO.

Communication & Correspondence

• Screen and manage emails, calls, and correspondence on behalf of the executives

• Draft, proofread, and format letters, memos, presentations, and reports

• Act as a liaison between the CEO/CFO and internal departments, external stakeholders, clients, and board members

Office & Administrative Support

• Maintain confidential files and records with discretion

• Process purchase orders, invoices, payment requests; track approval; expense reports, and basic budget tracking as needed

• Support document preparation for board meetings and financial reporting cycles (in coordination with the CFO's team)

• Handle ad-hoc administrative projects as assigned

• Submit expenses’ claims for CEO and CFO

• General administrative work as and when required

Ad-Hoc & Project Support

• Assist with research, data entry, and report compilation as needed

• Support special projects across departments during peak periods

• Provide backup administrative coverage for other admin/support staff during leave

Requirements

Education & Experience

• Diploma / Bachelor's degree in Business Administration or related field preferred

• Minimum 5 years in an administrative/executive support role, ideally supporting multiple stakeholders or departments

Skills & Competencies

• Excellent organizational and multitasking skills; able to balance executive priorities with shared administrative duties

• Strong written and verbal communication skills

• High discretion in handling confidential financial, HR, and business information

• Proficiency in MS Office, calendar tools, and basic accounting/expense software

• Comfortable with procurement processes and basic budgeting

• Strong interpersonal skills; able to work cross-functionally with different departments and personalities

Key Attributes

• Adaptable and comfortable switching between executive-level tasks and hands-on office admin work

• Proactive problem-solver with a "no task too small" mindset

• Reliable point of contact that departments can turn to for administrative support

• Calm under pressure, diplomatic, and trustworthy