Administrative/Executive Assistant job at Hr Beyond Limits

Background

HR Beyond Limits is seeking a highly organized and professional Administrative/Executive Assistant to support their Managing Director. The successful candidate will provide comprehensive administrative and executive support, ensuring the Managing Director’s office operates smoothly, efficiently, and effectively while managing day-to-day priorities with discretion and precision.

The Administrative/Executive Assistant will provide high-level administrative and executive support to the Managing Director. The role requires a highly organized, proactive, and discreet professional capable of managing schedules, coordinating office operations, and ensuring the smooth and efficient running of the Managing Director’s office. The ideal candidate will demonstrate strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced, professional environment.

Key Duties and Responsibilities:

• Executive Support
• Manage the Managing Director’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparing agendas, presentations, and minutes.
• Screen calls, emails, and correspondence, responding where appropriate.
• Handle confidential information with the highest level of discretion.
• Arrange travel logistics, accommodation, and itineraries.
• Administrative Support
• Ensure efficient day-to-day office operations.
• Maintain organized filing systems (electronic and physical).
• Prepare reports, correspondence, and presentations as required.
• Coordinate office supplies and liaise with service providers and vendors.
• Support company events, board meetings, and stakeholder engagements.
• Coordination & Communication
• Act as a key point of contact between the Managing Director and internal/external stakeholders.
• Follow up on action points from meetings and ensure timely execution.
• Support cross functional coordination within departments.
• Operational Support
• Assist with basic financial administration such as expense tracking, invoice processing, and petty cash management.
• Support documentation and record keeping related to finance and compliance processes.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Management, Finance, or a related field.
• Minimum of 3–5 years’ experience in an Executive Assistant, Administrative, or similar role.
• Experience in financial services or investment management is an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Key Competencies

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism and integrity.
• Ability to multitask and prioritize effectively.
• Strong attention to detail.
• Discretion and confidentiality.
• Problem-solving and proactive mindset.

• Manage the Managing Director’s calendar, appointments, and meeting schedules.
• Coordinate internal and external meetings, including preparing agendas, presentations, and minutes.
• Screen calls, emails, and correspondence, responding where appropriate.
• Handle confidential information with the highest level of discretion.
• Arrange travel logistics, accommodation, and itineraries.
• Ensure efficient day-to-day office operations.
• Maintain organized filing systems (electronic and physical).
• Prepare reports, correspondence, and presentations as required.
• Coordinate office supplies and liaise with service providers and vendors.
• Support company events, board meetings, and stakeholder engagements.
• Act as a key point of contact between the Managing Director and internal/external stakeholders.
• Follow up on action points from meetings and ensure timely execution.
• Support cross functional coordination within departments.
• Assist with basic financial administration such as expense tracking, invoice processing, and petty cash management.
• Support documentation and record keeping related to finance and compliance processes.

• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• High level of professionalism and integrity.
• Ability to multitask and prioritize effectively.
• Strong attention to detail.
• Discretion and confidentiality.
• Problem-solving and proactive mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Bachelor’s degree in Business Administration, Management, Finance, or a related field.
• Minimum of 3–5 years’ experience in an Executive Assistant, Administrative, or similar role.
• Experience in financial services or investment management is an added advantage.