We are looking for an organized and dependable Admin Executive to own the day-to-day running of our office. This is a hands-on role that covers the front desk, meeting and executive support, vendor and facility management, and supervision of the office support team. The person in this seat is the first point of contact for visitors and the go-to for everyone internally, so we are looking for someone who anticipates needs, keeps things moving without being chased, and takes full ownership of how the office looks, feels, and functions.
Key Responsibilities:
Front Office and Visitor Management
- Welcome visitors and guests, manage the reception desk, and maintain accurate visitor records.
- Handle incoming calls and route them promptly to the right person or team.
- Manage all incoming and outgoing mail and courier activity, maintaining a clear tracker so nothing goes missing.
- Follow and uphold office SOPs across all front office activities.
Meeting and Executive Support
- Manage meeting room bookings and schedules across the floor,
resolving conflicts and accommodating last-minute changes.
- Set up meeting rooms ahead of time and provide support for virtual meetings and video conferencing.
- Provide calendar and scheduling support to senior management, including coordination of internal and external meetings.
- Maintain client relationship touchpoints on behalf of leadership, such as birthday and occasion greetings.
Vendor and Facility Management
- Coordinate with vendors and service partners, track service levels, and escalate where standards are not met.
- Manage inventory of stationery, pantry, and other office supplies so critical items never run out.
- Supervise office maintenance and upkeep, ensuring issues are resolved quickly and with minimal disruption.
- Keep the office in positive working order across housekeeping, pantry, seating, and general facilities.
Office Support Staff Management
- Manage and supervise office boys and pantry staff