We are seeking a dynamic and experienced Executive PA to support the Office of the COO. This role requires a proactive individual who can manage a wide range of administrative, operational, and executive support tasks in a fast-paced environment.
Key Responsibilities:
Executive Support
- Manage executive diaries, appointments, and meetings.
- Coordinate personal tasks for senior executives (travel, catering, gift purchases, etc.).
- Organize executive travel arrangements including visas, transport, and accommodation.
Administration- Handle all administrative duties for the Office of the CEO.
- Draft and format correspondence, reports, and presentations.
- Address high-level queries and complaints, including those at executive and ministerial levels.
- Provide ad hoc support to the Directors as needed.
Procurement & Finance- Source and procure marketing materials and corporate gifts per internal policy.
- Negotiate pricing to ensure cost-effectiveness.
- Manage stock levels and track executive expenses.
Driver & Vehicle Coordination- Assign tasks to drivers and manage their schedules.
- Oversee the performance and availability of company vehicles.
- Ensure proper vehicle maintenance and usage tracking.
Reception Management- Supervise and evaluate Reception team performance.
- Ensure timely distribution of class schedules and event details.
Student Accommodation Oversight- Manage international student accommodations, including lease payments and property inspections.
- Negotiate rental agreements and manage student medical aid coverage.
Travel Coordination- Book travel for executives and facilitators (flights, car rentals, accommodation). Local and international
- Manage visa applications and airport transfers.
IT Support Liaison- Escalate IT-related issues when necessary.
- Assist in setting up Zoom/MS Teams meetings for executives.
Reg Café Coordination- Liaise with Reg Café Management for seamless operations.
- Approve event menus and reconcile accounts monthly.
- Follow up on outstanding payments.
Facilities & Compliance- Coordinate with Facilities and Building Managers to maintain high service standards.
- Ensure cleanliness and upkeep of office and campus spaces.
- Oversee event and class setup with Facilities.
- Support compliance with COVID-19 and health & safety regulations.
Desired Skills:
- Executive Support
- Administration
- Procurement & Finance
- Reception Management
