Administrative Assistant / Executive Support Officer

We are seeking a highly organized and proactive Administrative Assistant to join our team. This role combines general office administration with executive-level support and client coordination. The ideal candidate will be responsible for managing day-to-day administrative tasks, preparing accurate invoices, maintaining client relationships, and providing direct support to senior management.
Key Responsibilities:
1. Invoicing & Documentation
Prepare and issue invoices to clients in a timely and accurate manner
Maintain and update billing records and logs
Track receivables and coordinate with clients for outstanding payments
Assist in preparing expense reports and other financial documentation
2. Client Management
Serve as the primary point of contact for client communications
Manage client records, queries, and service requests efficiently
Schedule client meetings, follow-ups, and maintain CRM tools
Ensure professional communication and client satisfaction
3. Executive Assistance
Provide comprehensive administrative support to senior management
Manage calendars, schedule meetings, and coordinate travel arrangements
Prepare minutes of meetings, presentations, and confidential documents
Assist with internal coordination, reports, and follow-ups
4. General Administration
Oversee office supplies, inventory, and vendor coordination
Support onboarding processes for new hires (documents, coordination)
Maintain organized filing systems (digital and physical)
Assist with ad hoc projects and cross-departmental coordination
Requirements:
Proven experience in an administrative, executive assistant, or accounts support role
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and invoicing tools
Strong communication and interpersonal skills
High attention to detail and ability to multitask in a fast-paced environment
Diploma or Bachelors degree in Business Administration or related field preferred