Executive Admin

Job Summary

• The Executive Administrator provides high-level administrative, operational, and coordination support to senior management within the Municipality & Transportation sector. The role is responsible for managing executive office operations, coordinating communications, organizing meetings and events, monitoring correspondence, preparing reports and presentations, and ensuring the efficient flow of information between departments, stakeholders, government entities, and external partners. The position plays a critical role in supporting executive decision-making, maintaining confidentiality, and ensuring adherence to organizational policies, procedures, and governance requirements.

Key Responsibilities

Executive Support & Office Administration

• Provide comprehensive administrative support to Executive Directors, Directors, and senior management.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Screen, prioritize, and coordinate incoming correspondence, emails, and official communications.
• Draft, review, and distribute letters, memoranda, reports, presentations, and official documents.
• Maintain confidential records, executive files, and sensitive information.

Coordination & Communication

• Serve as the primary coordination point between executive management and internal departments.
• Liaise with government entities, municipalities, consultants, contractors, and external stakeholders.
• Coordinate departmental communications and ensure timely dissemination of information.
• Follow up on management directives and action items to ensure timely completion.
• Facilitate communication flow between transportation, infrastructure, planning, and support departments.

Document & Records Management

• Manage document control processes and filing systems in accordance with organizational standards.
• Ensure proper preparation and archiving of executive records and official correspondence.
• Monitor incoming and outgoing documents through electronic management systems.
• Maintain accurate records for audits, inspections, and compliance requirements.

Reporting & Performance Monitoring

• Prepare periodic management reports, dashboards, and executive summaries.
• Monitor departmental KPIs and follow up on reporting requirements.
• Consolidate data from various departments for executive review.
• Track strategic initiatives and support progress reporting.
• Assist in preparing annual operational plans, presentations, and performance reports.

Administrative Process Improvement

• Identify opportunities to improve administrative efficiency and workflow processes.
• Support the implementation of digital systems and administrative automation initiatives.
• Ensure compliance with policies, procedures, governance standards, and service level requirements.
• Contribute to continuous improvement initiatives within the department.

Qualifications & Experience Educational Qualifications

• Bachelor's Degree in Business Administration, Public Administration, Management, Office Administration, or a related field.
• Professional certifications in Executive Administration, Office Management, Project Coordination, or Business Administration are an advantage.

Experience

• 5-8 years of experience in executive administration, office management, or administrative support functions.
• Preferably at least 3 years of experience within the government, transportation, infrastructure, or public sector environment.
• Experience supporting senior executives and managing high-level administrative functions.

Technical Competencies

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of document management and records management systems.
• Experience with ERP, workflow, and correspondence management systems.
• Strong reporting, presentation, and data management skills.

KPIs

Executive Support Effectiveness

• Percentage of executive requests completed within agreed timelines.
• Executive satisfaction rate with administrative support services.
• Calendar and meeting scheduling accuracy rate.

Correspondence Management

• Percentage of incoming correspondence processed within service standards.
• Average turnaround time for official communications.
• Reduction in delayed responses and pending actions.

Meeting & Coordination Management

• Percentage of meetings successfully coordinated and completed as scheduled.
• Timely distribution of meeting agendas and minutes.
• Percentage of meeting action items tracked and closed within deadlines.

Reporting & Documentation

• Accuracy and timeliness of management reports.
• Percentage of reports submitted within required deadlines.
• Document filing and records management compliance rate.

Operational Efficiency

• Number of process improvement initiatives implemented annually.
• Reduction in administrative processing time.
• Compliance with organizational policies and governance standards.

Stakeholder Service

• Internal stakeholder satisfaction score.
• Response time to stakeholder inquiries and requests.
• Effectiveness of coordination between departments and external entities.

Job Challenges

• Managing multiple priorities and urgent executive requests simultaneously.
• Working within tight deadlines while maintaining high levels of accuracy.
• Handling confidential and sensitive organizational information.
• Coordinating with numerous internal departments and external stakeholders.
• Supporting changing executive priorities and strategic initiatives.
• Ensuring timely follow-up and closure of action items across various functions.
• Maintaining effective communication in a complex government and transportation environment.
• Adapting to evolving technologies, digital systems, and administrative processes.
• Balancing operational responsibilities with strategic executive support requirements.
• Managing a high volume of correspondence, meetings, reports, and documentation while ensuring service excellence.