We are seeking a highly organised, professional, and proactive Office Administrator/Secretary to support daily office operations and ensure the smooth execution of administrative and governance processes. The ideal candidate should be highly organised, reliable, and discreet, with a responsive and proactive approach. They must be comfortable engaging with senior stakeholders, including directors and executives. Strong attention to detail, the ability to maintain confidentiality, and confidence in following up professionally and persistently are essential.

Key Responsibilities

Office Operations & Administration

• Maintain an organised and efficient workspace by implementing effective administrative systems and processes.
• Handle general administrative tasks such as printing, scanning, and courier arrangements.
• Maintain and update contact lists for staff, executives, directors, and stakeholders.
• Act as the first point of contact for visitors and clients, ensuring a professional and welcoming experience.

Executive & Meeting Coordination

• Coordinate and manage calendars, including scheduling meetings and appointments, as well as arranging all travel logistics, including accommodation and car hire.
•  Schedule meetings with executives, directors, committee members, and other stakeholders.
• Send calendar invites and manage updates to meeting dates, venues, and virtual links.
• Follow up on availability and attendance confirmations.
• Assist in maintaining the annual meeting calendar for executives, Board, and Committees.

Meeting Logistics

• Book meeting rooms and coordinate logistics for meetings.
• Arrange catering and refreshments for in-person meetings.
• Ensure meeting rooms are fully prepared, including seating, materials, and equipment.
• Set up and manage Teams links and hybrid meeting requirements.
• Provide support before, during, and after meetings to ensure smooth execution.

Governance Administration & Document Management

• Assist with preparing and coordinating Board and Committee packs.
• File and maintain signed minutes, resolutions, declarations, and governance documentation.
• Scan, name, store, and circulate documents accurately.
• Track and follow up on outstanding signed documents and approvals.
• Maintain organised electronic and physical record-keeping systems in line with governance standards.

Events & Project Coordination

• Assist in planning and coordinating meetings, company events, and functions.
• Provide administrative support for projects and team initiatives.
• Support follow-ups and coordination tasks linked to executive and governance activities.

Requirements

• Proven experience in an Office Administrator, Secretary, or similar administrative support role.
• Strong organisational and multitasking skills with the ability to prioritise effectively.
• Excellent verbal and written communication skills with strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently while collaborating effectively within a team environment.
• Ability to manage confidential information with discretion and professionalism.

Preferred Qualifications

• Certificate or Diploma in Business Administration or a related field advantageous.
• Experience supporting executives, Board members, or governance structures.
• Exposure to financial administration processes.
• Knowledge of office management systems, procedures, and basic HR administration.
• Ability to quickly adapt to new systems and technologies.