Executive - Administration

Job details

Job Title

Job Description Summary

Job Description

Provide day-to-day administrative and operational support to the Hiring Manager and project teams.
Maintain and update project documentation, trackers, databases, and records to ensure accuracy and accessibility.
Coordinate and schedule meetings, interviews, and appointments, while effectively managing calendars and priorities.
Monitor and follow up on action items, deliverables, and deadlines to ensure timely completion.
Attend meetings and prepare accurate Minutes of Meeting (MoM), capturing key discussions, decisions, and action points.
Track and communicate progress on decisions, follow-ups, and pending tasks arising from meetings and discussions.
Prepare meeting agendas, presentations, reports, and executive summaries to support business objectives.
Draft, review, proofread, and format professional correspondence, emails, and other business communications on behalf of the Hiring Manager.
Assist with internal and external stakeholder communication, ensuring professionalism and responsiveness.
Facilitate clear, concise, and timely communication across teams, departments, and stakeholders.
Maintain confidentiality of sensitive business information and documents.
Support special projects and administrative initiatives as assigned by the Hiring Manager.

Excellent verbal and written communication skills.
Strong organizational and time management abilities.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
Strong attention to detail and accuracy.
Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
Professional demeanor with strong interpersonal and stakeholder management skills.
Ability to handle confidential information with discretion and integrity.

Bachelor's degree in any discipline from a recognized university.
1 to 5 years of experience in administrative support, executive assistance, project coordination, or a similar role.
Prior experience supporting managers, senior leaders, or project teams will be preferred.
Excellent organizational, planning, and multitasking skills with the ability to manage competing priorities effectively.
Strong attention to detail and commitment to accuracy in documentation and communication.
Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Teams.
Strong verbal and written communication skills with the ability to interact professionally with internal and external stakeholders.
Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
Proactive approach to problem-solving and ability to work independently with minimal supervision.
Strong interpersonal skills and a collaborative mindset to support cross-functional teams and business objectives.

Experience in preparing meeting agendas, presentations, reports, and Minutes of Meeting (MoM).
Familiarity with project tracking tools and administrative processes.
Ability to manage calendars, coordinate meetings, and follow up on action items effectively.
Demonstrated ability to work in a fast-paced environment while meeting deadlines.

INCO: “Cushman & Wakefield”