Job Summary

We are seeking a mature, highly organised, and discreet Senior Executive to provide comprehensive administrative and operational support to a team of five. The successful candidate will serve as the backbone of the team’s day-to-day operations, ensuring all administrative functions are carried out seamlessly, accurately, and with the highest standard of professionalism and confidentiality.

This role calls for an individual who is proactive, resourceful, and adept at managing competing priorities. The ideal candidate demonstrates sound judgement, takes initiative, and builds trusted relationships across all levels of the organisation.

Key Responsibilities

Travel Coordination & Logistics

• Arrange end-to-end travel logistics for team members, including flights, hotel accommodations, ground transportation, and visa applications.
• Maintain a travel calendar and ensure all bookings comply with company travel policies and budget guidelines.
• Provide detailed travel itineraries and pre-trip briefing documents to travellers.
• Liaise with travel agents, airlines, and hotels to secure optimal rates and resolve any travel-related issues promptly.
• Stay up to date with travel advisories and communicate relevant information to team members prior to travel.

Expense Management & Claims Processing

• Process and verify travel claims and expense reimbursements in a timely and accurate manner.
• Ensure all expense submissions comply with company policies; flag discrepancies and follow up on outstanding approvals.
• Maintain meticulous records of expenses and allocate costs accurately to the appropriate cost centres and budget codes.
• Prepare monthly expense summaries and assist with budget monitoring and reporting.
• Liaise with the Finance team to ensure smooth and timely payment processing.

General Office Administration

• Manage calendars, schedule meetings, and coordinate appointments across internal and external stakeholders.
• Prepare correspondence, handle straightforward accounts, reports, presentations, and other documents as required.
• Handle incoming and outgoing mail, courier services, and general enquiries.
• Maintain and organise physical and digital filing systems to ensure information is readily accessible and securely stored.
• Order and manage office supplies, stationery, and equipment, ensuring adequate stock levels are maintained.
• Coordinate meeting room bookings, set up meeting facilities, and arrange catering where required.
• Assist in organising team events, off-sites, and internal functions.

Confidentiality & Information Management

• Handle sensitive information relating to team operations, personnel, and business matters with the utmost discretion.
• Maintain strict confidentiality of all documents, correspondence, and discussions at all times.
• Comply with all data protection and information security policies and procedures.

Ad Hoc & Project Support

• Provide support on special projects, initiatives, and assignments as directed by the team.
• Manage any other administrative duties as assigned from time to time.

Key Requirements

Experience

• Minimum 4–6 years of relevant experience in an administrative, executive assistant, or secretarial role.
• Prior experience supporting a team or senior management in a corporate environment is essential.
• Proven track record of managing travel bookings, expense claims, and office administration functions.

Skills & Competencies

• • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and travel/expense management tools.
  • Excellent written and verbal communication skills.
  • Fundamental accounting knowledge will be an added advantage.
  • Strong organisational skills with exceptional attention to detail and accuracy.
  • Ability to manage multiple priorities simultaneously and meet deadlines under pressure.
  • A high degree of discretion, integrity, and trustworthiness when handling confidential matters.
  • Proactive and self-motivated with the ability to work independently with minimal supervision.
  • Professional, mature, and pleasant disposition with strong interpersonal skills.

Education

Certifications