Job Description

Position: Executive Administrator

Number of hours: 40 Hrs/week

Tasks required:

Scheduling and Calendar Management:

• Review incoming emails daily, flag urgent items and draft CEO responses for approval.

• Route and delegate emails with clear instructions and timelines.

• Maintain and update CEO calendar; eliminate conflicts and circulate confirmed invites.

• Prepare meeting agendas, briefing packs and track follow-ups/action items.

Travel Coordination:

• Research and book flights, hotels, visas and local transport; compare quotes and confirm bookings.

• Prepare full trip itineraries and conference briefing packs.

• Coordinate event participation, registration, passes and marketing collateral (cards, bags, pens).

Budgeting & Financial Analysis:

• Manage GCPW user provisioning, device policies, credential syncs, BitLocker keys and login troubleshooting.

• Maintain change logs, manage password/device inventories and perform offboarding data migration/backups.

• Set up email routing for leave/operations and provide first-line technical support to the team.

IT & Systems Administration:

• Ensure compliance with financial regulations and company policies.

• Assist in internal and external audits by preparing necessary documentation.

• Maintain confidentiality of financial and business information.

Marketing & Brand:

• Maintain and update LinkedIn/company profiles; post CEO-approved achievements.

• Liaise with design/video vendors; review creatives; create quick assets in Canva/Napkin.

• Prepare company/leadership profiles and coordinate event marketing collateral.

People & HR Support:

• Shortlist and schedule interviews; manage candidate communications.

• Plan team engagement activities and maintain vendor lists.

• Listen to team concerns, triage escalations and coordinate with HR/department heads.

Legal & Contracts:

• Review operational agreements for compliance and risk exposure.

• Draft simple contracts from templates and manage a contract template library.

• Escalate complex matters to legal counsel with concise summaries.

Operations & Admin:

• Coordinate liability insurance and permit renewals (e.g., RTA advertising permit).

• Build and maintain JotForm automations, SOPs and quick-reference guides.

• Translate management objectives into clear deliverables for back-office teams and act as escalation point.

CEO Support & Confidentiality:

• Anticipate CEO needs; act as first point of contact when CEO is unavailable.

• Screen and summarize incoming information; escalate only what requires CEO attention.

• Handle sensitive documents and conversations with absolute discretion.

Preferred Qualifications:

• Graduate specialized in Ms office, Calendar Management, Organization and Multitasking software, applications etc. having knowledge of all admin. activities.

Requirements:

• Female Candidate between 35-40 years age

• Excellent Communication Skills

• Excellent Follow-up Skills

• Polite and balanced temperament

• Tech Savvy - aware about various tools available for increased productivity

• Time-management skills

• Attention to detail

• Organization skills

• Ability to multitask and prioritize tasks