Business Support Assistant / Business Support Coordinator / Administrative Executive

Role Description We are seeking an exceptionally detail-oriented, highly organized, and proactive Business Support Assistant / Business Support Coordinator / Administrative Executive to join our central operations team. In this pivotal entry-to-mid level role, you will play an integral part in managing day-to-day business support functions, streamlining office management workflows, and driving operational efficiency across multiple business units. Reporting directly to the Operations Manager, Business Support Lead, or Executive Management, you will serve as the primary operational nexus connecting Leadership, Departmental Heads, External Clients, Vendors, and Cross-Functional Teams. Your primary objective will be to ensure that administrative processes, cross-departmental projects, client communications, and executive support functions are executed with speed, accuracy, and professional rigor while upholding corporate governance guidelines and brand standards.In this position, you will take full ownership of a broad spectrum of core administrative and business operational tasks. On a day-to-day basis, you will manage complex calendar schedules, organize executive meetings, prepare detailed agendas, and coordinate seamless travel logistics—including flight bookings, hotel accommodations, visa applications, and ground transportation. You will act as a key liaison for internal and external stakeholders, handling high-level inquiries, drafting professional corporate correspondence, preparing client presentation decks, and taking comprehensive meeting minutes to track actionable follow-ups. You will ensure that corporate documents, proposals, service agreements, and operational policies are formatted impeccably, stored securely, and distributed efficiently across relevant business channels.Beyond general office management, you will play a central operational role in supporting business management systems and facility administration. You will manage office procurement operations by monitoring corporate office supplies, maintaining vendor service level agreements (SLAs), managing equipment maintenance contracts, and processing purchase requisitions for operational materials. Working in close collaboration with Finance and Human Resources, you will assist with basic financial tracking—such as auditing department expense claims, tracking corporate credit card statements, processing vendor invoices, issuing purchase orders, and compiling monthly administrative budget reports. Additionally, you will assist HR with facility management, visitor management, office health and safety compliance, and employee onboarding logistics to ensure a well-structured and functional workplace environment.As part of project management and continuous improvement efforts, you will support cross-functional business initiatives and operational projects. This includes gathering operational data, building tracking dashboards, monitoring project milestones, compiling operational analytics, and generating weekly or monthly status reports for executive review. Furthermore, you will assist in coordinating company-wide events, client town halls, leadership summits, and internal training programs—managing end-to-end logistics from vendor negotiation and venue booking to catering and technology setup.Success in this role requires outstanding organizational skills, strong analytical capabilities, and superior problem-solving agility. You will manage multiple competing priorities, high-volume administrative tasks, and tight operational timelines simultaneously, requiring an ability to prioritize effectively without compromising quality or attention to detail. Because you will interact regularly with executive leadership, confidential business data, and key external partners, high ethical standards, emotional intelligence, and complete discretion are mandatory. You must possess a proactive, solution-oriented mindset, demonstrating composure, resilience, and adaptability in a fast-paced business environment.QualificationsEducation & Certifications: Bachelor's degree or Professional Diploma in Business Administration, Management, Corporate Communications, Operations Management, or a related field. Professional certifications in administrative management or project support (e.g., CAPM, Certified Administrative Professional) will be considered an added advantage.Business Operations & Administrative Management: Comprehensive hands-on experience in full-cycle office administration and business support procedures. This includes managing corporate records, overseeing office facility logistics, coordinating executive travel schedules, generating official business correspondence, and tracking operational deliverables across multiple departments.Executive Support & Stakeholder Coordination: Demonstrated capability in supporting senior executives and management teams. This includes managing complex calendars, organizing high-level client meetings, preparing executive briefing materials, taking structured meeting minutes, and tracking action items to completion.Procurement & Facility Support: Practical experience managing vendor relationships, negotiating basic service agreements, processing purchase requisitions, maintaining office inventory levels, and coordinating facility repairs and maintenance with external service providers.Business Systems & ERP Software: Hands-on experience with modern cloud collaboration platforms, Enterprise Resource Planning (ERP) tools, and Business Process Management software. Familiarity with tools such as Microsoft 365, Google Workspace, SAP, NetSuite, Salesforce, Asana, Trello, Jira, or Monday.com is highly desirable.Spreadsheet Proficiency & Operational Reporting: Advanced-intermediate skills in Microsoft Excel or Google Sheets. The candidate must be capable of tracking budget allocations, compiling operational logs, building status dashboards, utilizing key functions (VLOOKUP, XLOOKUP, Pivot Tables, SUMIFS, COUNTIFS), and presenting data clearly to stakeholders.Document Control & Audit Preparedness: Exceptional organizational skills in establishing and maintaining structured physical and digital document archiving systems. Capability to maintain clean audit trails for corporate records, non-disclosure agreements (NDAs), vendor contracts, and standard operating procedures (SOPs).Financial & Expense Support: Solid