Administrative Officer/Executive Assistant

About the role

The Administrative Officer provides comprehensive administrative and operational support to the Assistant Managing Director for Operations. The role is responsible for ensuring the efficient management of daily administrative functions, coordinating communications, monitoring operational deliverables, maintaining accurate records and trackers, and facilitating timely follow-ups with internal and external stakeholders.

Key responsibilities

• Provide day-to-day administrative support to the Assistant Managing Director for Operations
• Screen incoming correspondence, documents and issues, and prioritize matters requiring immediate attention
• Prepare and organize documents, reports, presentations, and briefing materials
• Manage calendars, appointments, meetings, and other arrangements
• Draft routine memoranda, letters, meeting notices, endorsements, and other official correspondence
• Record, prepare, and distribute accurate minutes of meetings within agreed timelines
• Maintain trackers for operational projects, action items, reports, and deliverables
• Monitor deadlines and ensure timely submission of reports, documents, and required approvals
• Conduct regular follow-ups with departments, units, and other stakeholders regarding pending actions and commitments
• Coordinate meetings, committee sessions, and operational discussions involving multiple departments

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Public Administration, Management, Communications, Information Technology, or any related technology, business or administrative discipline
• At least 2-3 years of progressively responsible experience in administrative, executive support, or office management
• Experience in preparing meeting minutes, correspondence, reports, and maintaining administrative records
• Experience in monitoring projects, maintaining trackers, and coordinating with multiple departments is an advantage
• Excellent organizational skills and attention to detail
• Professionalism and discretion in handling confidential information
• Ability to manage multiple priorities in a fast-paced environment