The Role
Provide executive-level administrative and office management support: calendar and travel coordination, meeting and event logistics, HR and sales administration, client and vendor liaison, reporting and filing, process improvements, and confidential handling of sensitive information to ensure efficient office operations and support senior management.
Summary Generated by Built In
Job Summary:
We are seeking a highly organized, proactive, and professional Executive Administrator / Office Manager to provide comprehensive administrative and operational support to senior management while ensuring the efficient day-to-day running of the office. The successful candidate will coordinate executive schedules, manage office administration, support HR and sales administration, maintain effective communication across departments, and serve as a key point of contact for clients, suppliers, and internal stakeholders. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities:
- Provide executive administrative support to senior management, including calendar management, meeting coordination, travel arrangements, and correspondence.
- Oversee the day-to-day administration and smooth operation of the office.
- Coordinate internal communications and follow up on action items across departments.
- Support sales administration by preparing proposals, updating CRM systems, coordinating client follow-ups, and preparing sales reports.
- Assist with HR administration, including maintaining employee records, coordinating onboarding, tracking leave, and supporting general HR processes.
- Prepare professional reports, presentations, meeting agendas, and minutes.
- Act as the primary point of contact for clients, suppliers, service providers, and office visitors, ensuring a high standard of customer service.
- Monitor office supplies, equipment, service contracts, and administrative budgets.
- Maintain accurate and organized digital and physical filing systems.
- Coordinate office meetings, events, and logistics as required.
- Ensure compliance with company administrative policies and procedures.
- Support senior management with special projects and business initiatives.
- Identify opportunities to improve administrative processes and office efficiency.
- Handle confidential information with integrity and discretion.
Requirements
- Bachelor's degree in Business Administration, Office Management, Human Resource Management, or a related field. Equivalent professional experience may be considered.
- Minimum of 5 years' experience in executive administration, office management, executive assistance, or a similar role.
- Excellent written and verbal communication skills in English.
- Strong organizational, planning, and multitasking skills with excellent attention to detail.
- High level of professionalism, integrity, discretion, and confidentiality.
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
- Experience using CRM systems and other cloud-based business applications.
- Strong interpersonal, customer service, and stakeholder management skills.
- Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment.
- Experience supporting directors, executives, or senior management is highly preferred.
- Exposure to sales administration, customer service, and HR administration is an added advantage.
- Previous experience in a professional services, corporate, coworking, hospitality, or media environment is preferred.
Skills Required
- Bachelor's degree in Business Administration, Office Management, HR Management, or related field (or equivalent experience)
- Minimum 5 years experience in executive administration, office management, or similar role
- Excellent written and verbal communication skills in English
- Strong organizational, planning, multitasking skills and attention to detail
- High level of professionalism, integrity, discretion, and confidentiality
- Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook)
- Experience using CRM systems and other cloud-based business applications
- Strong interpersonal, customer service, and stakeholder management skills
- Ability to work independently, prioritize tasks, and meet deadlines in a fast-paced environment
- Experience supporting directors, executives, or senior management
- Exposure to sales administration, customer service, and HR administration
- Previous experience in professional services, corporate, coworking, hospitality, or media environment
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The Company
What We Do
Shugulika Africa Limited is a quality service provider with over 12 years of industry experience, specializing in recruitment, headhunting, HR consulting, training, payroll services, and other HR services.
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