We are looking for an Executive Assistant & Operations Coordinator to join our team. This role will report to the Lead - Human Resource Services. The job holder will act as the primary business touchpoint, ensuring smooth executive functioning and operational excellence. The role is responsible for executive support, office administration, operations management, vendor and client liaison, and the coordination of both virtual and in-person events (meetings, trainings, conferences). This role ensures seamless communication across departments, enhances productivity, and supports organizational growth initiatives.
Key Responsibilities:
Executive & Administrative Support
- Manage executive calendars, schedule and confirm meetings, prepare agendas, briefing packs, and take minutes.
- Draft correspondence, reports, and presentations on behalf of the Director/CEO.
- Maintain secure and up-to-date company records (contracts, compliance files, HR, and finance documentation).
- Ensure timely renewal of licenses, certifications, and compliance documents.
- Handle day-to-day correspondence, calls, and emails, serving as first point of contact for stakeholders.
- Ensure proper documentation and record keeping for all licenses, contracts, staff files, finance records and ensuring timely renewal of all business documents
- Coordinate submission application of all training and regulatory bodies such as FKE, IHRM and others
- Answering and routing the company’s incoming and outgoing calls promptly and respond appropriately to client queries.
- Maintaining a clean and accurate client data base.
Operations & Office Management
- Oversee daily office operations, facilities, and IT systems to ensure efficiency.
- Support recruitment logistics (candidate communication, interview packs, onboarding admin).
- Track operational budgets, monitor expenses, and recommend cost-saving opportunities.
- Implement workflow improvements and process optimization initiatives.
Meetings & Events Coordination
- Plan, organize, and execute in-person and virtual events (staff meetings, board sessions, workshops, trainings, and conferences).
- Liaise with hotels, venues, and service providers to manage logistics, catering, transport, and accommodation.
- Coordinate procurement of training/event materials and ensure timely production of certificates and reports.
- Manage virtual platforms (Zoom, Teams, event software) for seamless participant experience.
Client, Marketing & Business Support
- Maintain an accurate and updated CRM system and client database.
- Coordinate preparation of promotional flyers, event campaigns (e.g., Mailchimp), and website updates.
- Support leadership in business development meetings by preparing presentations and capturing minutes.
- Act as client liaison to ensure queries are addressed promptly and service levels are maintained.
Who We Are Looking For:
Minimum Qualifications & Experience:
- Degree/Diploma in Business Administration, Management or related course from a recognized institution.
- 5+ years’ proven experience in executive support, operations, or administrative management.
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