Senior Administration Assistant

Job PurposeThe Senior Administration & Executive Support Assistant will provide comprehensive administrative, operational, and executive support to the Administration Manager / Head of Administration and, where required, senior executives and management.This is a senior, hands-on position requiring an experienced administration professional capable of independently managing multiple priorities, coordinating complex administrative activities, supporting senior executives, managing vendors and service providers, assisting with contracts and commercial negotiations, coordinating corporate events and exhibitions, arranging business travel, and supporting the smooth operation of the office.The successful candidate will be highly organized, proactive, commercially aware, discreet, adaptable, and capable of taking full ownership of assignments from initiation through completion.Key Responsibilities1. Administration & Operational SupportProvide comprehensive day-to-day administrative and operational support to the Administration Manager and senior management.Manage administrative assignments from initial request through coordination, execution, follow-up, documentation, and closure.Coordinate multiple priorities, projects, deadlines, and requests while maintaining accuracy and service quality.Prepare, review, format, and maintain professional correspondence, reports, presentations, spreadsheets, proposals, and other business documentation.Maintain administrative trackers, databases, schedules, records, filing systems, and contact lists.Track deadlines, approvals, commitments, pending matters, and action items and follow up proactively until completion.Handle confidential, commercially sensitive, and management-level information with discretion.Identify opportunities to improve administrative efficiency, controls, processes, and service delivery.2. Executive & Senior Management SupportProvide professional Executive Assistant support to designated executives and senior management.Manage executive calendars, appointments, meetings, schedules, and business commitments.Coordinate internal and external meetings with clients, partners, vendors, consultants, and other stakeholders.Prepare agendas, presentations, reports, meeting packs, and background information.Attend meetings when required, prepare accurate minutes, document decisions and action points, and follow up on agreed actions.Maintain executive action trackers and monitor deadlines and commitments.Screen and prioritize communications, appointments, requests, and administrative matters requiring executive attention.Anticipate executive requirements and proactively arrange appropriate information, documentation, and logistical support.Coordinate executive travel, accommodation, transportation, visas, itineraries, and related arrangements.Provide administrative support for confidential management projects and special assignments.3. Vendor & Supplier ManagementSource and coordinate with vendors, suppliers, contractors, consultants, landlords, building management, and service providers.Obtain competitive quotations and proposals based on business requirements.Evaluate and compare quotations based on pricing, scope, quality, commercial terms, service levels, and delivery timelines.Prepare quotation comparison sheets and recommendations for management.Negotiate prices, payment terms, service conditions, delivery timelines, and other commercial requirements within delegated authority.Support management with supplier and service-provider negotiations.Coordinate vendor onboarding and maintain accurate vendor records.Monitor vendor performance and address delays, service deficiencies, quality issues, and other concerns.Maintain strong supplier relationships while protecting the company's commercial and operational interests.4. Contract & Commercial AdministrationAssist with the preparation, review, coordination, and administration of vendor and service agreements.Coordinate contracts between vendors, management, Finance, legal advisers, and other stakeholders.Review commercial components of quotations, proposals, and agreements and identify areas requiring clarification or negotiation.Maintain an accurate contract register covering values, commencement and expiry dates, renewal periods, notice periods, and key commercial terms.Monitor contract expiry and renewal dates and provide management with sufficient advance notice.Coordinate renewals, amendments, approvals, supporting documentation, and signatures.Maintain confidentiality of contracts, quotations, commercial information, and negotiations.5. Procurement & Cost ControlCoordinate routine administrative procurement requirements.Obtain and compare multiple quotations to ensure competitive sourcing.Negotiate pricing and commercial conditions with suppliers.Coordinate purchase requests, approvals, orders, and deliveries.Verify that delivered goods and services comply with approved requirements.Maintain appropriate procurement records and audit trails.Identify opportunities for cost savings, supplier consolidation, improved commercial terms, and service improvements.6. Corporate Events, Conferences & ExhibitionsCoordinate corporate events, exhibitions, trade shows, conferences, seminars, workshops, client events, and other company functions.Support event planning from initial concept and budgeting through execution and post-event closure.Develop event schedules, checklists, timelines, logistical plans, and task trackers.Research venues, exhibition contractors, hotels, caterers, transportation providers, production companies, and other suppliers.Obtain and compare quotations and negotiate event-related pricing and commercial terms.Coordinate venues, registrations, permits, accommodation, transportation, catering, equipment, branding, signage, audiovisual requirements, and event materials.Coordinate exhibition stands, contractors, setup and dismantling schedules, access passes, deliveries, logistics, and marketing materials.Liaise with exhibition organizers, venues, suppliers, contractors, and internal stakeholders.Provide on-site support and resolve last-minute operational or logistical issues when required.Monitor event costs and complete post-event documentation and vendor reconciliation.7. Travel & Logistics CoordinationManage end-to-end business travel arrangements for executives and employees.Coordinate flights, hotels, airport transfers, transportation, visas, travel insurance, and supporting documentation.Prepare detailed travel itineraries.Manage travel changes, cancellations, rebookings, and urgent requirements.Compare travel options based on cost, convenience, business requirements, and management preferences.Liaise with travel agencies, airlines, hotels, and transportation providers.Negotiate corporate rates where appropriate and maintain accurate travel records.8. Office Administration & FacilitiesSupport the smooth and efficient day-to-day operation of the office.Manage office supplies, stationery, pantry requirements, equipment, furniture, and administrative inventory.Coordinate office maintenance, cleaning, repairs, security, access, utilities, pest control, and other facility services.Liaise with building management, contractors, maintenance providers, and suppliers.Coordinate access cards, keys, parking, meeting rooms, office equipment, and other workplace requirements.Maintain office asset and inventory records.Support office relocations, expansions, renovations, fit-outs, and workplace projects.Monitor facility-related contracts and supplier performance.9. Documentation, Meetings & ReportingOrganize management, departmental, client, vendor, and other business meetings.Prepare agendas, presentations, reports, supporting documents, and meeting packs.Prepare professional meeting minutes and clearly document decisions, responsibilities, deadlines, and action items.Maintain action trackers and follow up until agreed actions are completed.Prepare administrative reports, dashboards, trackers, summaries, and status updates.Maintain accurate vendor, contract, travel, facilities, event, asset, and administrative records.Ensure proper document control, confidentiality, version management, and accessibility.10. Audit, ISO & Compliance SupportSupport administrative requirements related to internal and external audits, ISO certification, surveillance audits, and other compliance activities.Assist with audit preparation, document collection, evidence gathering, filing, and document retrieval.Maintain administrative records in accordance with company procedures and document-control requirements.Coordinate with departments to obtain required information and supporting evidence.Assist with corrective-action tracking and implementation of process improvements arising from audit findings.Previous ISO or audit experience is advantageous but not mandatory. Training can be provided to candidates with strong administrative capabilities and the willingness to learn.11. Projects & Continuous ImprovementSupport the Administration Manager with special projects and business initiatives.Coordinate project schedules, meetings, documentation, vendors, quotations, and follow-up activities.Maintain project trackers and provide regular status updates.Conduct research and compile information required for management decisions.Resolve routine administrative and operational issues independently.Identify inefficient processes and recommend practical improvements.Introduce effective trackers, templates, checklists, filing systems, and administrative controls where beneficial.Qualifications & ExperienceBachelor's Degree in Business Administration, Management, Office Administration, or a related discipline is preferred.Minimum 8–10 years of progressive experience in senior administration, Executive Assistant, office administration, executive support, office management, operations coordination, or a comparable role.Demonstrated experience supporting senior executives and management.Strong experience independently managing end-to-end administrative responsibilities.Experience managing executive calendars, meetings, travel, correspondence, presentations, and confidential documentation.Proven experience dealing with vendors, suppliers, contractors, and service providers.Practical experience obtaining and comparing quotations and negotiating pricing and commercial terms.Experience supporting contracts, service agreements, renewals, and commercial administration.Experience coordinating corporate events, exhibitions, conferences, trade shows, or major business functions.Strong business travel and logistics coordination experience.Experience supporting office facilities and workplace operations.Exposure to procurement and commercial administration is highly desirable.ISO or audit experience is advantageous but not mandatory.Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.Excellent written and verbal English communication skills; additional languages would be advantageous.Key Skills & CompetenciesExceptional organizational and time-management skills.Strong Executive Assistant and senior management support capabilities.Excellent planning, prioritization, coordination, and follow-up skills.Strong commercial awareness and confidence when dealing with vendors.Good negotiation and supplier-management skills.Excellent attention to detail and accuracy.Strong business writing, documentation, reporting, and presentation skills.Excellent meeting coordination and minute-taking abilities.Strong problem-solving and decision-making skills.Ability to handle confidential and commercially sensitive information.Ability to manage multiple complex priorities simultaneously.Ability to work independently with limited supervision.Strong ownership, accountability, and follow-through.Ability to anticipate requirements and act proactively.Ability to work effectively under pressure and demanding deadlines.Personal AttributesThe ideal candidate will be:Professional and mature – demonstrates sound business judgment and executive presence.Proactive – anticipates requirements and takes action without constant instruction.Highly organized – effectively manages multiple priorities, deadlines, stakeholders, and projects.Commercially confident – comfortable negotiating with vendors and challenging quotations appropriately.Adaptable and flexible – responds effectively to changing priorities and urgent business requirements.Detail-oriented – maintains a high level of accuracy across documentation, contracts, arrangements, and communications.Discreet and trustworthy – handles confidential information with integrity.Accountable – takes ownership of responsibilities and follows assignments through to completion.Resourceful and solution-oriented – identifies practical solutions when challenges arise.Calm under pressure – maintains professionalism and accuracy during demanding situations.Collaborative – works effectively with management, colleagues, vendors, contractors, and external stakeholders.