Executive - Administration

Job Title

Executive - Administration

Job Description Summary

Job Description

• Key Responsibilities

• Provide day-to-day administrative and operational support to the Hiring Manager and project teams.
• Maintain and update project documentation, trackers, databases, and records to ensure accuracy and accessibility.
• Coordinate and schedule meetings, interviews, and appointments, while effectively managing calendars and priorities.
• Monitor and follow up on action items, deliverables, and deadlines to ensure timely completion.
• Attend meetings and prepare accurate Minutes of Meeting (MoM), capturing key discussions, decisions, and action points.
• Track and communicate progress on decisions, follow-ups, and pending tasks arising from meetings and discussions.
• Prepare meeting agendas, presentations, reports, and executive summaries to support business objectives.
• Draft, review, proofread, and format professional correspondence, emails, and other business communications on behalf of the Hiring Manager.
• Assist with internal and external stakeholder communication, ensuring professionalism and responsiveness.
• Facilitate clear, concise, and timely communication across teams, departments, and stakeholders.
• Maintain confidentiality of sensitive business information and documents.
• Support special projects and administrative initiatives as assigned by the Hiring Manager.

• Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Professional demeanor with strong interpersonal and stakeholder management skills.
• Ability to handle confidential information with discretion and integrity.

• Qualifications

• Bachelor's degree in any discipline from a recognized university.
• 1 to 5 years of experience in administrative support, executive assistance, project coordination, or a similar role.
• Prior experience supporting managers, senior leaders, or project teams will be preferred.
• Excellent organizational, planning, and multitasking skills with the ability to manage competing priorities effectively.
• Strong attention to detail and commitment to accuracy in documentation and communication.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
• Strong verbal and written communication skills with the ability to interact professionally with internal and external stakeholders.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Proactive approach to problem-solving and ability to work independently with minimal supervision.
• Strong interpersonal skills and a collaborative mindset to support cross-functional teams and business objectives.

• Preferred Competencies

• Experience in preparing meeting agendas, presentations, reports, and Minutes of Meeting (MoM).
• Familiarity with project tracking tools and administrative processes.
• Ability to manage calendars, coordinate meetings, and follow up on action items effectively.
• Demonstrated ability to work in a fast-paced environment while meeting deadlines.

 

 

 

INCO: “Cushman & Wakefield”