Admin Manager / Executive Assistant at Rydal Mews Limited

Responsibilities

• Provide high-level administrative support to the MD, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Handle incoming and outgoing communications on behalf of the MD, including emails, phone calls, and correspondence.
• Act as a liaison between employees and the MD, ensuring clear communication and understanding.
• Implement and manage strategies to reduce operational costs in office administration and the MD's office.
• Assist in preparing the MD for meetings, including providing agendas, background information, and necessary documents.
• Identify and implement cost-saving initiatives without compromising quality and efficiency.
• Manage and resolve employee complaints related to work tools, office support, and other internal issues.
• Ensure the availability and maintenance of work tools required by staff, including cars, airtime, data allocations, laptops, email, power, internet, and working environment.
• Act as a primary liaison with third-party vendors, utility providers, building management, and other external parties.
• Maintain good relationships with vendors to ensure timely and effective resolution of issues.
• Manage the MD's schedule, including calendars, appointments, and coordination of activities.
• Ensure clear and detailed communication with the MD through various channels, including emails, phone calls, SMS, and WhatsApp.
• Prepare and manage accurate weekly/monthly budgets and ensure timely submission to management.
• Track office expenditures and manage office budgets to prevent overspending.
• Ensure office supplies are available as required and maintain inventory at minimum required levels.
• Monitor and manage inventory levels to avoid shortages and surpluses.
• Maintain organized and up-to-date records of all correspondence and documentation, including minutes of meetings, letters, and presentations.
• Ensure proper documentation of all activities and communications involving the MD.
• Provide comprehensive administrative support to the MD, including preparing documents, reports, and presentations.
• Handle confidential information with discretion and maintain a high level of professionalism.
• Organize and coordinate internal and external meetings, ensuring all necessary arrangements are made.
• Assist in planning and executing company events and functions as required.
• Manage communications on platforms such as Slack and other internal communication tools.
• Handle incoming and outgoing mails of the MD, including correspondence and other documents.
• Arrange all travel logistics for the MD, including booking tickets, hotels, and other travel-related arrangements.
• Coordinate logistics for staff using the pool car, ensuring availability and maintenance.
• Represent the MD in seminars, meetings, and conferences as required.
• Advocate on behalf of the MD in various forums and ensure effective communication of her directives.
• Regularly review and assess administrative processes to improve efficiency and effectiveness.
• Provide feedback and recommendations to management for continuous improvement.
• Prepare yearly office administration budgets and ensure proper allocation of resources.

Qualifications

• B.Sc. / HND in Business Administration, Management, or a related field.
• Minimum of 5 - 8 years experience in an administrative, executive assistant, or office management role.
• Proven experience supporting senior executives or managing executive offices.
• Strong organizational, communication, and multitasking skills.
• High level of discretion, integrity, and professionalism.
• Proficiency in MS Office Suite and collaboration tools (e.g., Slack).