Administrative Officer / EA to the Managing Director at Stephanie Nicholas Solutions

Job Description

• The Administrative Officer / Executive Assistant to the Managing Director will provide high-level administrative and operational support to ensure the efficient functioning of the organization and effective time management for the Managing Director.

Key Responsibilities

• Efficiently schedule meetings, appointments, and calendars for the Managing Director and other stakeholders.
• Coordinate travel arrangements, itineraries, and logistics to ensure seamless travel experiences.
• Manage office supplies, operational inventory, and ensure the proper functioning of office equipment and software.
• Maintain accurate filing systems, databases, records, and correspondence, including responding to emails and ensuring proper documentation.
• Supervise and coordinate administrative activities to support smooth daily operations and team efficiency.
• Track inventory movements and maintain accountability for cleaning supplies, office materials, and operational equipment.
• Create, issue, and process customer invoices accurately and in a timely manner.
• Provide administrative support to staff and executives, including preparing reports, presentations, and operational documents.
• Oversee the ordering, receiving, and storage of office and operational supplies.
• Manage and update the Managing Director’s social media accounts as required.
• Perform other administrative and operational duties as assigned by the company.

Job Requirements

• Bachelor’s Degree in Business Administration, Office Management, or a related field (preferred).
• Proven experience as an Administrative Officer, Executive Assistant, or in a similar role supporting senior management.
• ⁠Experience in scheduling, calendar management, and coordinating meetings and travel arrangements.
•  Prior experience handling invoicing, documentation, and basic administrative finance tasks.
• ⁠Experience managing office operations, supplies, and inventory.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant office software.
• Familiarity with database management and record-keeping systems.
• Experience managing social media accounts is an added advantage.
• Ability to handle confidential information with professionalism and discretion.

Required Skills & Competencies:

• Strong organizational and time-management skills with the ability to multitask and prioritize effectively.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy in documentation and reporting.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• ⁠Leadership and coordination skills to support teams and manage administrative processes.
• Inventory management and resource-planning skills.
• Basic financial and invoicing skills.
• Tech-savvy with the ability to learn and adapt to new systems quickly.
• Social media management and basic digital communication skills.
• Flexibility, adaptability, and a proactive approach to handling ad-hoc tasks.