The Administrative Executive provides comprehensive administrative, secretarial and planning support to the Senior management and teams in the assigned divisions/departments. The role covers the full spectrum of administrative and secretarial duties, including calendars and appointments management, co-ordination of travel arrangements and expense processing, system and department/division office support, business correspondence, and the coordination of events and functions.
The incumbent ensures smooth division/department administration and effective coordination across teams and functions.
Key Responsibilities
Executive and Secretarial Support
- Provide full secretarial and administrative support to senior leaders and team.
- Manage and upkeep Senior Leader’s ’s calendar, including scheduling meetings, appointments, offsite meetings and lunches.
- Arrange and coordinate transport for offsite meetings and official engagements.
- Assist in receiving guests and serving refreshments when required.
- Draft, process and manage reports, business correspondence and documentation, if necessary.
Travel and Expense Management
- Manage travel arrangements for Senior leader(s) and the department, including flight bookings, ticket changes, visa applications, hotel arrangements, travel itineraries and contingency planning, where required.
- Process claims, expense reimbursements, purchase requisitions and invoice payments in accordance with policies.
Operational and Systems Support
- Support staff with system access, procurement processes and troubleshooting of administrative tools.
- Assist with onboarding and offboarding processes to ensure timely and accurate completion of all administrative requirements.
- Maintain filing systems, including proper filing of legal and confidential documents, where applicable.
Division/Department Administration and Asset Management
- Manage and track departmental assets, ensuring proper maintenance, servicing and timely replacement of office equipment.
- Oversee general office administration, including liaison with building management on repairs, maintenance and facilities matters.
- Procure office supplies, beverages and consumables (e.g. pantry items).
- Coordinate office renovations, space planning and workspace setup, where applicable.
Event, Port Tour and Budget Support
- Provide logistical and administrative support for department events, port tours and internal or external functions.
- Support annual budget planning and monitor departmental expenditure to ensure alignment with approved budgets, where applicable.
Documentation and Records Management
- Maintain accurate and up-to-date records of agreements, approvals and financial documents.
- Update and manage team portals, email distribution lists and other departmental systems.
Other Duties
- Serve as a shared resource / backup support to other division/department, when necessary / required
Perform any other ad-hoc duties as assigned.
Requirements
Qualifications and Experience
- GCE ‘O’ or ‘A’ Level or Diploma in Business Administration or a related discipline.
- Relevant experience in an administrative, secretarial or office management role.
- Familiarity with enterprise systems will be an advantage.
Skills And Competencies
- Strong organisational, coordination and problem-solving skills.
- Good communication and interpersonal skills, with the ability towork effectively with staff at all levels.
- Proficiency in Microsoft Office applications.
- Good knowledge of airline booking systems, travel co-ordination and international travel requirements
- High level of accuracy, reliability and attention to detail.
- Flexible and adaptable
- Demonstrated professionalism and personal integrity, with the ability to handle confidential information appropriately.
- Proactive, service-oriented mindset with the ability to manage multiple tasks effectively.
