We are seeking a highly organised and proactive Administrative Officer to provide administrative and coordination support to the Executive Assistant of Head of APA and Country Head. This role plays an important part in ensuring the smooth running of the executive office by assisting with scheduling, coordinating meeting and events, document preparation, travel arrangements, expense processing, and general office administrative duties.
The Administrative Officer will work closely with the Executive Assistant to support day-to-day operations, manage administrative tasks efficiently, and ensure timely follow-up on internal and external requests. The candidate should be detail-oriented, reliable, and able to manage multiple tasks in a fast-paced environment.
Key Responsibilities
Administrative and Secretarial Support
- Provide day-to-day administrative support to the Executive Assistant and Country Head.
- Manage calendars, schedule meetings, and coordinate appointments.
- Prepare the daily schedule, meeting materials, and supporting documents.
- Maintain proper filing, documentation, and record-keeping for easy retrieval of information.
- Coordinate incoming requests, emails, phone calls, and messages where required.
- Liaise professionally with internal departments, external vendors, customers and stakeholders on administrative matters.
- Maintain confidentiality when handling sensitive information relating to senior leadership and business operations.
Meeting and Event Coordination
- Meeting arrangements, including room bookings, calendar invites, conference call setup, catering, and visitor registration.
- Preparation of meeting agendas, presentation materials, reports, and minutes where required.
- Coordinate logistics for internal meetings, leadership meetings, town halls, offsites, and business events.
- Usher guests and ensure meeting rooms are properly prepared before and after meetings. Meeting and Event Coordination
Travel and Logistics Support
- Coordinate business travel arrangements, including flight bookings, hotel reservations, transport arrangements, visa support, and travel itineraries.
- Ensure smooth logistics arrangements for visiting stakeholders, business guests, and regional teams.
Claim Expense Administration
- Assist with expense claims, reimbursement submissions, and invoice processing.
- Track administrative expenses and maintain supporting records.
- Ensure compliance with company policies and maintain accurate records of all claims
Office and Operational Support
- Procure of office supplies, stationery, equipment, and other administrative items.
- Coordinate with facilities, IT, finance, HR, and other internal teams to support operational needs.
- Perform any other administrative duties as assigned from time to time. Office and Operational Support.
We are looking for
- Bachelor’s degree or Diploma in Business Administration, Secretarial Studies or a related discipline.
- Minimum 2 to 5 years of administrative, secretarial, or office support experience.
- Prior experience supporting senior management or executive offices will be an advantage.
- Proficient in Microsoft Word, Excel, and PowerPoint.
- Familiarity with travel booking platforms, expense systems, and collaboration tools will be an advantage.
- Strong organisational and time management skills.
- Good written and verbal communication skills.
- Good interpersonal skills and ability to work with stakeholders at different levels.
- High attention to detail and accuracy in administrative work.
- Able to handle confidential information with discretion and professionalism.
- Able to multitask, prioritise work, and manage deadlines in a fast-paced environment.
- Independent, resourceful, and willing to take ownership of assigned tasks.
