Office Admin Assistant

SUMMARY:
Office Administrator / Executive Assistant

POSITION INFO:

Role Overview

We are looking for a highly organised, proactive, and people-oriented Office Administrator / Executive Assistant to ensure the smooth day-to-day running of the office while providing direct support to the CEO and executive team.

This role is central to the business—helping leaders stay focused on strategic priorities by managing administrative tasks, coordinating schedules, and creating an efficient, well-run office environment.

Key Responsibilities

Office Administration

• Oversee the daily operations of the office, ensuring a smooth and efficient working environment
• Manage office supplies, equipment, and vendor relationships
• Coordinate office maintenance, IT support, and facilities as needed
• Handle incoming calls, emails, and correspondence professionally
• Organise internal events, meetings, and team activities
• Maintain filing systems (digital and physical)

Executive Support

• Manage complex calendars and scheduling for the CEO and executives
• Coordinate meetings, including preparing agendas, booking venues, and taking minutes where required
• Arrange travel, accommodation, and itineraries
• Act as a gatekeeper and first point of contact for executives
• Assist with preparation of presentations, reports, and documents
• Support executives with ad hoc tasks and follow-ups to ensure priorities are executed

Coordination & Communication

• Liaise across teams to ensure alignment on meetings, projects, and deadlines
• Track action items and help ensure timely completion
• Build strong relationships internally and externally
• Maintain confidentiality and professionalism at all times

Key Skills & Competencies

• Highly organised with strong attention to detail
• Excellent time management and ability to prioritise effectively
• Strong interpersonal skills — builds rapport easily and works well with people at all levels
• Proactive and solution-oriented mindset
• High level of discretion and confidentiality
• Strong written and verbal communication skills
• Comfortable managing multiple tasks in a fast-paced environment
• Tech-savvy with proficiency in Microsoft Office / Google Workspace (calendar management essential)

Experience & Qualifications

• 2–5 years experience in an administrative, office management, or executive assistant role
• Experience supporting senior leadership is highly advantageous
• Relevant qualification in administration, business, or similar (preferred but not essential)

Personal Attributes

• Friendly, approachable, and professional
• Reliable and dependable
• Naturally helpful with a “make it easier” mindset
• Calm under pressure
• Takes ownership and accountability

Success in This Role Looks Like

• Executives’ schedules run smoothly and efficiently
• Office operations are seamless and well organised
• Tasks and follow-ups are proactively managed and completed
• Stakeholders feel supported and communication flows easily

Only Successful Candidates will be contacted