Administrative Officer / Executive Assistant to the MD 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 scheduling meetings and appointments to optimize time management for the Managing Director and other stakeholders.
• Coordinating travel arrangements, itineraries, and logistics to ensure seamless travel experiences.
• Managing office supplies inventory and ensuring proper functioning of office equipment and software.
• Handling filing of documents, responding to emails, maintaining databases, and ensuring accurate record-keeping.
• Supervising and coordinating administrative functions and supporting team members to ensure smooth daily operations.
• Tracking and managing inventory levels of cleaning supplies and equipment for store operations.
• Creating, issuing, and processing customer invoices in a timely and accurate manner.
• Maintaining accurate records of inventory movements and transactions for accountability and transparency.
• Providing administrative support to staff and executives, including preparing reports, presentations, and managing databases.
• Overseeing the ordering, receiving, and storage of office and operational supplies.
• Managing and updating the Managing Director’s social media accounts as required.
• Performing other administrative and operational tasks 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.