Executive Office Administrator (4R8Y58X5)

Role Overview

We are seeking an experienced, highly organized, and proactive Executive Office Administrator to act as the operational backbone of a fast-paced office environment.

The selected candidate will be responsible for managing senior management schedules, office operations, stakeholder coordination, statutory and compliance deadlines, recruitment administration, onboarding support, documentation, and general administrative matters. This role requires a hands-on professional who can take ownership, work independently, manage multiple priorities, and ensure office operations run smoothly without constant supervision.

Key Responsibilities

Executive Administration & Calendar Management

• Manage calendars, schedules, meetings, and appointments for senior management.
• Coordinate internal and external meetings, follow-ups, and administrative arrangements.
• Ensure senior management schedules are organized, updated, and managed efficiently.
• Support day-to-day executive administration with accuracy and professionalism.

Office Operations & Premises Management

• Oversee office premises, inventory, supplies, and stocking requirements.
• Ensure the office environment is organized, well-maintained, and operationally efficient.
• Coordinate with vendors, service providers, and internal teams for office-related needs.
• Handle general office administration and operational matters as they arise.

Stakeholder Communication & Coordination

• Handle internal and external stakeholder communications professionally.
• Coordinate between departments, external parties, vendors, and management when required.
• Ensure timely follow-ups and proper communication flow across office operations.
• Maintain professionalism, discretion, and confidentiality in all communications.

Compliance, Documentation & Contracts

• Support statutory filings and compliance deadlines, ensuring no deadlines are missed.
• Maintain accurate records of compliance-related activities and administrative documents.
• Ensure documentation and contracts are completed accurately and on time.
• Organize, update, and maintain files, records, and internal documentation.

Recruitment Administration & Onboarding Support

• Oversee recruitment administration activities, including interview coordination and candidate communication.
• Support onboarding coordination for new employees.
• Ensure onboarding documents and required records are completed properly.
• Work with relevant stakeholders to support a smooth joining process.

General Administration & Operational Support

• Manage ad hoc operational and administrative matters as required.
• Identify administrative gaps and take proactive steps to resolve them.
• Support smooth office functioning by handling tasks independently and efficiently.
• Ensure all assigned administrative responsibilities are completed within required timelines.

Candidate Profile

• Minimum 1 year of experience in administration, office management, executive support, or a similar role.
• Strong written and spoken English skills are essential.
• High proficiency in Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
• Familiarity with AI tools such as Claude will be an added advantage.
• Highly organized, proactive, and able to manage multiple priorities simultaneously.
• Strong ownership mindset with the ability to work without close supervision.
• Professional, discreet, reliable, and detail-oriented.
• Good communication, coordination, and interpersonal skills.
• Ability to handle confidential information responsibly.
• Comfortable working in a fast-paced, hands-on office environment.
• Willingness to work on-site in Colombo, including Saturdays as part of the regular work schedule.