Senior Administrative Officer

Responsibilities: 

• Oversee the day-to-day administrative operations of the office.
• Develop and implement office procedures and policies to improve operational efficiency.
• Manage administrative staff, including assigning tasks, providing training, and conducting performance evaluations.
• Maintain accurate records and manage filing systems, both digital and physical.
• Provide high-level administrative support to senior executives, including calendar management, meeting coordination, and travel arrangements.
• Prepare reports, presentations, and correspondence on behalf of senior management.
• Facilitate communication between senior management and other departments.
• Assist with budget preparation and monitoring, ensuring that expenditures are within approved limits.
• Process invoices, purchase orders, and expense reports in accordance with financial policies.
• Coordinate with the finance department to ensure timely payment of bills and accurate financial record-keeping.
• Assist in the recruitment process, including scheduling interviews, preparing offer letters, and onboarding new employees.
• Maintain employee records and ensure compliance with labor laws and company policies.
• Support employee engagement initiatives and coordinate training sessions.
• Oversee the maintenance of office facilities, ensuring a safe and productive work environment.
• Manage relationships with vendors, suppliers, and service providers.
• Coordinate office relocations, renovations, or reconfigurations as needed.
• Ensure that the office complies with all relevant regulations and policies, including health and safety standards.
• Assist in the development and implementation of risk management strategies.
• Handle confidential information with discretion and ensure data protection compliance.
• Serve as the primary point of contact for internal and external stakeholders.
• Coordinate and organize company events, meetings, and conferences.
• Manage and distribute incoming and outgoing communications, including mail, emails, and phone calls.
• Lead or participate in special projects as assigned by senior management.
• Coordinate cross-functional teams to achieve project objectives within set deadlines.

Requirements:

• Bachelor’s degree in Business Administration, Management, or a related field. A Master's degree or relevant certifications.
• Minimum of 7-10 years of experience in an administrative or office management role, with at least 3-5 years in a senior or supervisory capacity.
• Proven leadership experience with the ability to manage, train, and develop administrative staff while fostering teamwork and collaboration.
• Exceptional organizational skills, with the ability to prioritize tasks, manage time efficiently, and handle multiple responsibilities in a fast-paced environment.
• Excellent verbal and written communication skills, with the ability to interact effectively with senior management, staff, and external stakeholders.
• Strong problem-solving and decision-making abilities, with a proactive approach to addressing challenges and improving processes.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software. Experience with financial and HR systems is an advantage.
• Solid understanding of budgeting, expense tracking, and financial reporting. Ability to work closely with the finance department on administrative expenditures.
• Strong attention to detail, particularly in managing documents, processing financial reports, and maintaining accurate records.
• Experience in leading and managing special projects from initiation to completion, coordinating cross-functional teams to meet deadlines.
• Ability to adapt to changing priorities, with the willingness to take on additional tasks and responsibilities as needed.
• Strong interpersonal skills, with the ability to build and maintain positive working relationships with staff, management, and external partners.
• High level of discretion and integrity in handling confidential information and sensitive company data.
• In-depth knowledge of office regulations, health and safety standards, and labor laws to ensure operational compliance.