Office Administrator

Overview:

As an Office Administrator at an investments firm, you will play a pivotal role in ensuring the smooth operation of our office environment. Your responsibilities will include maintaining a professional atmosphere, managing administrative tasks, supporting executives, and facilitating seamless office operations. 

You will be required to be detail-oriented and able to demonstrate excellent administrative and organizational skills. 

Key Responsibilities:

• Lead and manage strategic administrative projects from inception to completion, ensuring timely and accurate execution.
• Take initiative to identify and resolve complex operational and administrative issues, implementing effective, scalable solutions independently.
• Provide comprehensive administrative assistance, including drafting and editing high-level emails, presentations, reports, and communications on behalf of executives.
• Oversee and manage executives’ email accounts, ensuring important messages are prioritized and responded to promptly.
• Develop and maintain administrative systems and processes to enhance productivity and operational efficiency.
• Effectively manage executives’ schedules, and deadlines, and follow up on information due from other Units/Executives with accuracy.
• Oversee day-to-day facilities operations, such as opening and closing the office, managing backup keys, and controlling building access cards to ensure security and efficiency.
• Oversee and manage office inventory, including tracking stock levels, ordering supplies, and maintaining accurate records and ensuring timely replenishment of office supplies.
• Effectively manage petty cash to support operational needs and liaise with Finance to complete vendor payments. 
• Manage and support office technology, devices and systems and coordinate with IT for prompt troubleshooting and issue resolution.
• Strategically manage relationships with vendors and service providers to ensure seamless and uninterrupted office operations.
• Ensure the reception area provides excellent visitor support and maintains effective telephone, mail, and email communications.
• Proactively address client/visitor challenges by independently identifying solutions or collaborating with team members for swift resolutions through effective communication.
• Organize and schedule meetings, book and prepare meeting rooms, ensuring all necessary materials, equipment, and refreshments are available and set up in advance.
• Lead the planning and coordination of travel arrangements for executives, including booking flights, accommodations, ground transportation and managing travel expense reports.

Relevant Skills, Knowledge and Experience:

• Diploma/Associate/Bachelor degree in Administrative Management/Management Studies/Business Administration or a related field preferred.
• Minimum 5 years of administrative experience, ideally in financial services.
• Strong ability to work independently and collaboratively, with excellent knowledge of office procedures.
• Project management experience would be an asset.
• Tech-savvy with proficiency in office management systems, ERPs, MS Office, online calendars, and cloud platforms.
• Maintains confidentiality, with strong communication and collaborative skills.
• Demonstrates sound judgment, analytical thinking, and adapts well to changing environments without compromising outcomes.

The deadline for submission of applications is 22 August 2025. Only shortlisted applicants will be contacted.