Summary:

The Executive Office Support Officer provides high-level administrative support to the Executive Office Team Leader and the executive team. This role requires exceptional organizational skills, the ability to handle sensitive information with discretion, and a proactive approach to managing a wide range of administrative tasks. The role includes delegating specific tasks to conveyancing support, handling licence and permit applications, and supporting special projects and initiatives within the department and across other departments.

Duites and Responsibilities:

1. Administrative Support:

• Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Coordinate and manage executive team meetings, including preparing agendas, taking minutes, and following up on action items.

2. Cummunication:

• Serve as the primary point of contact for internal and external communications on behalf of the executive office.
• Screen and direct phone calls, emails, and other communications to the appropriate parties.
• Maintain and update contact lists and databases.

3. Project Management:

• Assist with the planning and execution of special projects and events within the department and across other departments.
• Track project timelines and deliverables, ensuring deadlines are met.
• Conduct research and compile data to support executive decision-making.

4. Office Management:

• Maintain office supplies and equipment, ensuring the executive office is well stocked and operational.
• Organize and maintain electronic and paper files, ensuring confidentiality and easy access.
• Coordinate with IT and facilities teams to address any office-related issues.

5. Travel Coordination:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all travel documents are in order.

6. Confidentiality and Discretion:

• Handle sensitive and confidential information with the utmost discretion.
• Ensure compliance with company policies and procedures, particularly regarding data protection and confidentiality.

7. Delegation of Work:

• Delegate tasks to conveyancing support staff, ensuring clear instructions and deadlines.
• Oversee the progress of delegated tasks, providing guidance and support as needed.
• Ensure the timely and accurate completion of delegated tasks.

8. License and Permit Applications:

• Handle the preparation and submission of licence and permit applications.
• Track the status of applications and follow up as necessary.
• Maintain records of all applications and relevant documentation.

9. Special Projects and Initiatives:

• Support the planning and execution of special projects and initiatives within the department.
• Collaborate with other departments to support cross-departmental projects and initiatives.
• Provide administrative support for strategic initiatives led by the executive team.

10. Departmental Support:

• Coordinate with various departments to ensure smooth communication and collaboration.
• Support departmental events, meetings, and activities.
• Assist other departments with administrative tasks as needed.

Job Requirements:

Education:

• Bachelor’s degree in Business Administration, Office Management, or a related field preferred.

Experience:

• Minimum of 3–5 years of experience in an executive support or similar administrative role.

Skills:

• Exceptional organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and problem-solving skills.
• Professional demeanor and ability to work with high-level executives.
• Ability to work independently and as part of a team.

To Apply

To apply, email your CV and other relevant documentation to [email protected]. Please include the Job ID "#26778" in the email's subject to ensure your application is processed.