Administration Executive

Job Overview

We are looking for an organized and proactive Office Administrator to manage daily office operations, with a strong focus on seamless meeting planning, calendar management, and cross-departmental coordination. The ideal candidate will act as the primary point of contact for internal teams and external stakeholders, ensuring that meetings run smoothly and resources are efficiently allocated.

Key Responsibilities

Meeting & Calendar Management

• Coordinate and manage complex calendars, schedules, and appointments for executives and team members.
• Organize in-person, hybrid, and virtual meetings (via Zoom, Microsoft Teams, or Google Meet), sending out timely invites, agendas, and pre-reading materials.
• Reserve and prepare conference rooms, ensuring necessary AV equipment, projectors, whiteboards, and video-conferencing tools are functional prior to the start time.
• Coordinate meeting logistics, including visitor sign-ins, guest Wi-Fi access, and catering or refreshment orders.
• Attend meetings as needed to record accurate minutes, summarize action items, and distribute follow-up notes to relevant stakeholders.