Office Administrator / Secretary
Food Services, Facilities Management
Minimum Requirements
- Coordinate and manage calendars, including scheduling meetings and appointments, as well as arranging all travel logistics, including accommodation and car hire
- Schedule meetings with executives, directors, committee members, and other stakeholders
- Send calendar invites and manage updates to meeting dates, venues, and virtual links
- Follow up on availability and attendance confirmations
- Assist in maintaining the annual meeting calendar for executives, Board, and Committees
- Book meeting rooms and coordinate logistics for meetings
- Arrange catering and refreshments for in-person meetings
- Ensure meeting rooms are fully prepared, including seating, materials, and equipment
- Provide support before, during, and after meetings to ensure smooth execution
- Assist with preparing and coordinating Board and Committee packs
- File and maintain signed minutes, resolutions, declarations, and governance documentation
- Scan, name, store, and circulate documents accurately
- Track and follow up on outstanding signed documents and approvals
- Maintain organised electronic and physical record-keeping systems in line with governance standards
- Assist in planning and coordinating meetings, company events, and functions
- Provide administrative support for projects and team initiatives
- Support follow-ups and coordination tasks linked to executive and governance activities
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to work independently while collaborating effectively within a team environment
- Ability to manage confidential information with discretion and professionalism
- Certificate or Diploma in Business Administration or a related field advantageous
- Exposure to financial administration processes
- Knowledge of office management systems, procedures, and basic HR administration
- Ability to quickly adapt to new systems and technologies
- Proven experience in an Office Administrator, Secretary, or similar administrative support role
- Strong organisational and multitasking skills with the ability to prioritise effectively
- Excellent verbal and written communication skills with strong attention to detail
- supporting executives, Board members, or governance structures
- Executive & Meeting Coordination
- Meeting Logistics
- Governance Administration & Document Management
- Events & Project Coordination
- Preferred Qualifications
- Set up and manage Teams links and hybrid meeting
- in an Office Administrator, Secretary, or similar administrative support role
- Strong organisational and multitasking
- with the ability to prioritise effectively
- Excellent verbal and written communication
- with strong attention to detail
Responsibilities
- Maintain an organised and efficient workspace by implementing effective administrative systems and processes
- Handle general administrative tasks such as printing, scanning, and courier arrangements
- Maintain and update contact lists for staff, executives, directors, and stakeholders
- Act as the first point of contact for visitors and clients, ensuring a professional and welcoming experience
- Coordinate and manage calendars, including scheduling meetings and appointments, as well as arranging all travel logistics, including accommodation and car hire
- Schedule meetings with executives, directors, committee members, and other stakeholders
- Send calendar invites and manage updates to meeting dates, venues, and virtual links
- Follow up on availability and attendance confirmations
- Assist in maintaining the annual meeting calendar for executives, Board, and Committees
- Book meeting rooms and coordinate logistics for meetings
- Arrange catering and refreshments for in-person meetings
- Ensure meeting rooms are fully prepared, including seating, materials, and equipment
- Set up and manage Teams links and hybrid meeting requirements
- Provide support before, during, and after meetings to ensure smooth execution
- Assist with preparing and coordinating Board and Committee packs
- File and maintain signed minutes, resolutions, declarations, and governance documentation
- Scan, name, store, and circulate documents accurately
- Track and follow up on outstanding signed documents and approvals
- Maintain organised electronic and physical record-keeping systems in line with governance standards
- Assist in planning and coordinating meetings, company events, and functions
- Provide administrative support for projects and team initiatives
- Support follow-ups and coordination tasks linked to executive and governance activities
- Office Operations & Administration
- Executive & Meeting Coordination
- Meeting Logistics
- Governance Administration & Document Management
- Events & Project Coordination
- Act as the first point of contact for visitors and clients, ensuring a professional and welcoming
