Administrator – Executive Office

The Administrator will manage the Executive Office, ensuring smooth day-to-day operations, effective coordination of the Head of Department (HoD) office, timely approvals and follow-up of key initiatives to support business objectives.

Key Responsibilities

Executive Office Management

• Manage the HoD's calendar, appointments and schedules.
• Prioritize meetings and requests based on business priorities.
• Act as the first point of contact for the HoD and screen incoming requests and correspondence.
• Draft, review and manage confidential correspondence.
• Coordinate travel arrangements and other executive logistics.

Governance Support

• Coordinate committee and senior management meetings.
• Prepare and circulate meeting agendas and relevant documents.
• Take accurate minutes and track agreed action points to completion.
• Maintain proper governance and meeting records.
• Support preparation of materials for leadership and Board meetings.

Project & Coordination Support

• Coordinate cross-functional projects and track key milestones.
• Follow up with Heads of Department on pending actions and deliverables.
• Coordinate approvals, inputs and sign-offs to ensure initiatives are not delayed.
• Consolidate departmental updates into executive trackers and highlight delays or dependencies.
• Prepare reports, presentations and dashboards for management and Board review.
• Support leadership meetings, strategy sessions and management offsites.

Office & Team Management

• Supervise and support the administrative/front-office team.
• Maintain professional administrative standards across the organization.
• Ensure proper filing, record keeping and administrative processes.
• Coordinate with external stakeholders, clients, partners, regulators and government offices on executive scheduling and logistics.

Confidentiality, Risk & Compliance

• Handle sensitive commercial, HR and governance information with a high level of confidentiality.
• Maintain confidential departmental records and audit documentation.
• Support internal and external audits by ensuring timely availability of required documents.
• Identify and escalate administrative, compliance or operational risks to the HoD and relevant management.
• Maintain effective backup and continuity arrangements for the Executive Office.

Qualifications & Requirements

• Bachelor's degree in Business Administration, Communications or a related field.
• 0–2 years of experience in a senior administrative, executive assistant or similar role.
• Excellent written and verbal communication skills.
• Strong business writing and reporting skills.
• High level of discretion and ability to handle confidential information.
• Strong organizational and time-management skills.
• Good leadership and people-management skills.
• Excellent follow-up and coordination abilities.
• Ability to work with senior management and multiple departments.
• Proficiency in Microsoft Office or Google Workspace.
• Experience with board portals or management software is an added advantage.

Key Competencies

• Executive administration
• Organization and coordination
• Communication
• Confidentiality and discretion
• Leadership
• Time management
• Follow-up and execution
• Report preparation
• Stakeholder management
• Attention to detail
• Problem-solving