The Admin Executive is responsible for providing comprehensive administrative support to the business, with a focus on sales support, document management, procurement processes, and executive assistance. This role requires a highly organized individual with excellent attention to detail and the ability to multitask effectively.

Sales and Tender Support

~ Assist in preparing proposals in accordance with tender requirements and pre-qualification submissions required

~ Collaborate with the sales team to ensure all necessary documentation is complete and accurate

~ Review and format documents to meet tender specifications

Document Management

~ Establish and maintain organized filing systems for company documents, records, and files

~ Ensure proper and timely filing of all business documents, including minutes of meetings, project documents, and operational records

~ Maintain organized and easily accessible digital and physical filing systems

~ Ensure business documents are updated and liaising with respective stakeholders for the latest updates

Procurement and Financial Processing

~ Support the business unit in processing purchase orders and invoices

~ Liaise with legal, procurement, and finance departments to ensure compliance with company policies and procedures

~ Assist in maintaining accurate records of all financial transactions related to the business unit

Executive Support

~ Provide administrative assistance to Senior VP and Sales & Marketing Director as assigned

~ Manage calendars, schedule meetings, and make travel arrangements when necessary

~ Prepare and distribute meeting agendas and minutes

Additional Responsibilities

~ Support ad-hoc events and marketing campaigns

~ Manage office supplies and equipment

~ Assist with other administrative tasks as required

~ Manage calendars for multiple executives and coordinate with other Executive Assistants for scheduling meetings

~ Organize and manage major staff meetings and annual events

~ Serve as a lead administrator for central services

Handle printing and collating work as needed

~ Support and cross-train other Executive Assistants

~ Maintain confidentiality with crucial organizational data

~ Assist in document preparation and distribution as required

~ Make travel arrangements for employees, including booking flights, accommodations, and transportation

~ Manage office supplies, equipment, and other resources to meet organizational needs

~ Address and resolve administrative issues, escalating as necessary to ensure smooth operations

Experience

~ Proven experience in administrative support roles, preferably within a technology or software-focused environment.

~ Proficiency in Microsoft Teams and Office Suite (Word, Excel, PowerPoint).

~ Familiarity with filing systems, invoicing processes, and time-tracking systems.

~ Experience with tender submissions and project management is a plus.

~ Familiarity with project management tools (e.g., Trello, Asana, or similar).

~ Basic understanding of financial and operational processes within a business unit.