Job Overview
The Executive Assistant is responsible for providing advanced administrative and secretarial support to management and professional teams. The role involves coordinating office activities, managing schedules, preparing business documents, organising meetings, maintaining records, handling correspondence, and supporting day-to-day administrative operations.
This position is suited to an experienced administrative professional who can work independently, coordinate with employees and management, and handle confidential office information with accuracy and professionalism.
Key Responsibilities
Administrative and Documentation Support
- Prepare and format letters, emails, memoranda, reports, meeting minutes, presentations, forms, charts, and other business documents.
- Review incoming correspondence and distribute information to the appropriate team members.
- Organise documents, reports, records, and other materials required for meetings and management activities.
- Support the preparation of budgets, financial reports, attendance records, and other administrative documentation.
- Assist with developing and updating office forms, templates, procedures, and correspondence standards.
- Review applications, contracts, requests, and other documents to ensure required information and supporting documentation are complete.
Visitors, Calls and Communication
- Welcome and screen visitors while maintaining a professional office environment.
- Answer and screen telephone calls, take accurate messages, and direct enquiries to the appropriate employees.
- Provide general information about office procedures and organisational activities when required.
- Act as a communication link between management, employees, and other stakeholders.
Meeting and Calendar Coordination
- Manage meeting schedules and appointments for managers and professional staff.
- Arrange meetings, conferences, presentations, and other business events.
- Prepare meeting agendas, background information, documents, and other required materials.
- Coordinate travel arrangements and reservations when required.
- Record meeting minutes and distribute them to relevant participants.
Proofreading and Editing
- Proofread letters, reports, presentations, minutes, and other business documents.
- Check documents for grammar, spelling, formatting, accuracy, completeness, and consistency.
- Make appropriate corrections before documents are submitted or distributed.
Records and Information Management
- Create and maintain organised office files, logs, indexes, registers, and control records.
- Update, retrieve, verify, and maintain information within electronic databases and office systems.
- Research relevant information from internal records and other appropriate sources.
- Prepare concise summaries and supporting information for management review and decision-making.
Office Supplies and Facilities
- Monitor office supply requirements and maintain adequate stock levels.
- Coordinate the purchase of stationery, office equipment, maintenance services, and other administrative requirements through approved company procedures.
- Assist with recommendations regarding office equipment and administrative resources.
Team Coordination and Work Allocation
- Support communication between management and administrative or office support staff.
- Communicate work instructions and follow up on assigned administrative activities.
- Coordinate routine office activities to help ensure tasks are completed efficiently and on time.
- Provide administrative support to management and professional teams as required.
Operational Improvement
- Assist in reviewing office procedures, services, and administrative processes.
- Identify opportunities to improve efficiency, organisation, and cost effectiveness.
- Provide suggestions regarding office procedures, equipment, and administrative resources.
Safety, Quality and Environment
- Follow all applicable company policies and procedures relating to health, safety, quality, and environmental management.
- Maintain a safe, professional, and well-organised office environment.
- Perform administrative activities in accordance with established company standards and controls.
Additional Responsibilities
- Carry out other administrative and secretarial duties assigned by management.
- Maintain confidentiality when handling sensitive business, employee, financial, and management information.
Qualifications and Experience
Minimum Qualification
- High school completion or equivalent qualification.
Required Experience
- Minimum 4 years of administrative or secretarial support experience.
- At least 2 years of experience in an experienced administrative support role or equivalent to Secretary Level 2.
Required Skills
- Good knowledge of office administration practices and procedures.
- Proficiency in common computer applications and office software.
- Strong written and verbal communication skills.
- Good knowledge of English grammar, spelling, and business writing.
- Ability to prepare professional letters, reports, meeting minutes, charts, spreadsheets, and other business documents.
- Strong organisational and time-management abilities.
- Good attention to detail and accuracy.
- Ability to coordinate meetings, schedules, correspondence, records, and office activities.
- Ability to communicate effectively with employees, management, visitors, and external contacts.
- Professional approach to handling confidential information.