Management Level

Administrative

Job Description & Summary

The purpose of this role is to provide high-level administrative and organizational support to executives, ensuring efficient management of their offices as well as the teams they support. The role requires strong attention to detail, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

1. Calendar & Schedule Management

Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and events

Coordinate internal and external meetings across multiple stakeholders and time zones

Prioritize and adjust schedules to optimize time management

2. Communication & Correspondence

Act as the first point of contact for the executive

Work with the relevant stakeholders in preparing documents for review and sign off by the executive

Support stakeholders and the executive in proposal writing, liaise with mailing clerks to ensure timely dispatch of the same

Screen and manage emails, calls, and other communications

Draft, review, and manage correspondence on behalf of the executive

3. Meeting Coordination

Prepare meeting agendas, materials, and presentations

Take minutes and track action items

Follow up on deliverables and deadlines

4. Travel & Logistics

Arrange travel (flights, accommodation, transport, visas)

Prepare itineraries and ensure smooth travel logistics

Handle expense reports and reimbursements

5. Administrative Support

Organize and maintain files, records, and documentation

Timely submission of partner timecards, managing and reporting of expenses, filing and archiving of documents

Oversee office management: manage office supplies and equipment, ensuring the Partner and manager workspaces are well resourced, clean, organized and functional.

Handle confidential information with discretion

Support day-to-day office operations as needed

6. Project Management

Coordinate Projects: Assist in planning and executing projects, track deadlines, and manage deliverables.

7. Stakeholder Management

Liaise with internal teams, clients, and external parties

Maintain strong professional relationships

Coordinate projects or strategic initiatives as assigned

8. Office & Personal Support (if applicable)

Support personal errands and tasks for the executive where required

Plan and participate in organizing events or corporate functions

Minimum years experience required

5 - 6 years’ experience in working with a C-Suite leader

Experience working in a very busy environment and demonstrated understanding of business principles

Strong proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint), digital and AI tools

Additional application instructions

Educational and Professional Qualifications

Diploma or Bachelor's degree in a Business Administration, social studies or related field

Travel Requirements

Not Specified

Available for Work Visa Sponsorship?

No

Job Posting End Date

June 21, 2026