Job Overview
The Executive Assistant is responsible for providing advanced administrative and secretarial support to professional and management teams. The role involves coordinating office activities, managing schedules, organising meetings, preparing business documents, maintaining records, and supporting managers with day-to-day administrative requirements.
This is an advanced secretarial position equivalent to a Secretary Level 3 / Management Assistant role. The successful candidate will work closely with management, coordinate with internal teams, interpret established procedures, and prepare information required for management decisions.
Key Responsibilities
Administrative and Documentation Support
- Prepare and format business letters, memoranda, reports, meeting minutes, charts, forms, spreadsheets, and other correspondence.
- Receive, review, organise, and distribute incoming correspondence to the appropriate team members.
- Screen routine correspondence and handle matters within the scope of the role while forwarding other items to the relevant manager or employee.
- Assist with the preparation of budgets, financial reports, timekeeping records, and other administrative documents.
- Create, update, and maintain office forms, templates, procedures, and documentation standards.
- Review applications, contracts, petitions, and other documents to ensure required information and supporting documents are available.
Visitors and Telephone Communication
- Receive and professionally assist visitors to the office.
- Answer and screen incoming telephone calls and direct enquiries to the appropriate team members.
- Take accurate messages and provide relevant information about office procedures and activities.
- Maintain effective communication between management, employees, visitors, and other stakeholders.
Meeting and Calendar Management
- Coordinate calendars, appointments, meetings, conferences, and other management commitments.
- Arrange meeting schedules and notify relevant participants.
- Prepare agendas, supporting documents, presentations, and other materials required for meetings.
- Coordinate business travel and reservations when required.
- Record meeting minutes and distribute them to relevant participants.
Proofreading and Editing
- Proofread business correspondence, reports, presentations, minutes, and other documents.
- Check spelling, grammar, formatting, accuracy, completeness, and consistency.
- Correct errors and ensure documents meet required professional standards before distribution.
Records and Information Management
- Establish and maintain organised office files, logs, indexes, registers, and control records.
- Enter, update, retrieve, verify, and maintain information in electronic systems.
- Locate relevant information from internal records, documents, and other appropriate sources.
- Prepare summaries and supporting information for management and professional staff.
- Maintain accurate and accessible records while protecting confidential information.
Office Supplies and Equipment
- Monitor office stationery and equipment requirements.
- Arrange the purchase of office supplies, equipment, repairs, and maintenance services through approved procedures.
- Maintain appropriate stock levels to support smooth office operations.
- Assist with recommendations for office equipment and administrative resources.
Team Coordination and Work Allocation
- Act as a liaison between management and office support staff.
- Communicate work instructions and provide follow-up on assigned administrative activities.
- Coordinate the activities of office support personnel where required.
- Monitor progress and help ensure administrative tasks are completed within agreed timelines.
Operational Efficiency
- Assist management in reviewing office processes, services, and administrative procedures.
- Identify opportunities to improve efficiency and reduce unnecessary administrative costs.
- Provide suggestions regarding office procedures, formats, systems, and equipment.
- Support improvements to the overall effectiveness of office operations.
Safety, Quality and Environment
- Follow all applicable safety, quality, and environmental policies, procedures, and controls.
- Maintain a safe, professional, and organised workplace.
- Perform administrative responsibilities in accordance with company standards and established procedures.
Additional Duties
- Provide additional administrative and secretarial support as required.
- Perform other related duties and assignments delegated by management.
- Maintain confidentiality when handling sensitive management, employee, financial, and business information.
Qualifications and Experience
Minimum Qualification
- High school completion or equivalent qualification.
Required Experience
- Minimum 4 years of administrative support or secretarial experience.
- At least 2 years of experience in an experienced administrative support position or equivalent to Secretary Level 2.
- Experience supporting management or professional teams is advantageous.
Required Skills
- Good knowledge of office administration practices and procedures.
- Proficiency in standard computer applications and office software.
- Strong written and verbal communication skills.
- Good knowledge of English grammar and professional business writing.
- Ability to prepare letters, reports, minutes, charts, spreadsheets, and other business documents.
- Strong organisational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to manage multiple schedules, priorities, and administrative tasks.
- Strong interpersonal and coordination skills.
- Ability to work professionally with management, employees, visitors, and external contacts.
- Ability to handle confidential information with discretion.