Senior Administration Assistant

Role purpose

Administration and executive support

• Manage administrative assignments from request through coordination, execution, follow-up, documentation, and closure.
• Prepare and maintain professional correspondence, reports, presentations, spreadsheets, records, schedules, trackers, and filing systems.
• Manage executive calendars, meetings, communications, meeting materials, minutes, action points, and confidential assignments.
• Coordinate executive travel, accommodation, transportation, visas, itineraries, and supporting arrangements.

Vendors, contracts, and procurement

• Source and coordinate vendors, suppliers, contractors, consultants, landlords, and service providers; compare quotations and negotiate commercial terms within delegated authority.
• Maintain vendor records and monitor performance, service quality, delays, and commercial interests.
• Coordinate vendor and service agreements, commercial reviews, contract registers, expiry dates, renewals, amendments, approvals, and signatures.
• Coordinate procurement requests, approvals, orders, deliveries, records, and opportunities for cost savings.

Events, travel, and office facilities

• Coordinate corporate events, exhibitions, trade shows, conferences, seminars, workshops, and company functions from planning and budgeting through closure.
• Arrange event venues, permits, suppliers, transport, accommodation, catering, equipment, branding, audiovisual needs, and exhibition logistics; provide on-site support when required.
• Manage business travel arrangements, itineraries, changes, cancellations, and travel-provider coordination.
• Support office supplies, equipment, maintenance, cleaning, repairs, security, access, utilities, facilities, assets, and workplace projects.

Reporting, compliance, and projects

• Prepare meeting agendas, packs, reports, dashboards, minutes, and action trackers; maintain document control and accurate administrative records.
• Support internal and external audits, ISO certification and surveillance audits, evidence gathering, document retrieval, and corrective-action tracking.
• Coordinate special projects, schedules, meetings, vendors, research, and status updates; recommend practical process improvements.

Experience and qualifications

• Minimum 8–10 years of progressive experience in senior administration, executive assistance, office administration, executive support, office management, operations coordination, or comparable work.
• Experience supporting senior executives and independently managing administrative responsibilities, calendars, meetings, travel, correspondence, presentations, and confidential documentation.
• Experience with vendors, quotations, negotiation, contracts, corporate events, business travel, and office facilities.
• Bachelor’s degree in Business Administration, Management, Office Administration, or a related discipline is preferred.
• Procurement and commercial administration exposure is highly desirable; ISO or audit experience is advantageous but not mandatory. Training can be provided.

Skills and competencies

• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; excellent written and verbal English communication skills.
• Strong organization, planning, prioritization, coordination, follow-up, business writing, reporting, presentation, and minute-taking skills.
• Commercial awareness, negotiation, supplier management, problem-solving, independent judgment, and ability to manage complex priorities under pressure.
• Handles confidential information discreetly; demonstrates ownership, accountability, adaptability, attention to detail, and proactive follow-through.