Administrative Manager

Role Overview

We are seeking a highly organized, proactive, and discreet Administrative Manager to provide comprehensive support to the senior management team across our real estate and manufacturing divisions. The ideal candidate will be the primary point of contact for internal and external stakeholders, manage information flow, and ensure the efficient operation of administrative functions, allowing management to focus on strategic objectives.

Key Responsibilities

• Management Liaison & Communication: Act as the primary administrative point of contact between executives, internal departments, and external partners, managing all correspondence (emails, calls, and letters) with professionalism and discretion.
• Meeting Management & Documentation:
• Coordinate and schedule meetings, appointments, and travel arrangements for the management team, proactively identifying and resolving conflicts.
• Attend meetings, take detailed and accurate Minutes of Meetings (MOMs), and distribute them to all necessary parties promptly.
• Track action items from meetings and follow up with responsible parties to ensure timely completion of tasks.
• Correspondence & Report Drafting:
• Draft, proofread, and prepare professional external and internal correspondence, reports, presentations, and other documents for management.
• Compile data and prepare reports for upper management on administrative workflows, project status, and key performance indicators (KPIs).
• Documentation & Record-Keeping: Develop and maintain an efficient digital and physical filing system for all confidential documents, contracts, reports, and records related to real estate transactions, manufacturing operations, and employee information.
• Office & Facilities Coordination: Oversee daily office operations, including managing office supplies inventory, coordinating with vendors and contractors, and ensuring a safe and organized work environment.
• Cross-Functional Support: Collaborate with finance, HR, and operations teams to ensure seamless communication and workflow, assisting with tasks such as expense reporting, invoice processing, and on boarding new staff.
• Special Projects: Assist with various ad-hoc projects and events as assigned by management.

Required Skills and Qualifications

• Proven Experience: 5 - 8 years of experience in an administrative or executive assistant role, preferably supporting C-suite executives.
• Communication: Excellent verbal and written communication skills, with a high degree of proficiency in English.
• Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and an aptitude for learning new software and systems (e.g., CRM, ERP).
• Core Competencies: Strong organizational, time-management, and problem-solving skills, with a keen attention to detail.
• Discretion: The ability to handle confidential information with the highest level of integrity and discretion is paramount.
• Adaptability: A flexible team player, willing to adapt to changing priorities and able to manage multiple concurrent projects in a fast-paced environment.

Education

• Masters or degree in Business Administration or a related field is considered an advantage.
• Experience or knowledge related to the real estate or manufacturing industries is a plus.