Our client, a thriving business in the greater St Francis Bay area, is looking to employ an experienced Administrator /  Co-Ordinator to their dynamic team.

The Administrator / Admin Co-Ordinator provides executive, governance, and operational support to the CEO and Exco team. The role ensures meetings are effectively prepared and documented, tasks are assigned and tracked, and cross-departmental accountability is maintained. A high level of IT proficiency, strong communication, and assist Exco team in ensuring follow-through and alignment across the business.

Requirements:

• Bachelor’s degree in Business Administration, Communications, Project Management or a related field (or equivalent experience).
• Five years or more of experience as a Personal Assistant or Executive Assistant, preferably supporting C-level executives.
• Proven experience managing complex schedules and high-level communications.
• Demonstrated ability to handle confidential information with discretion.
• Experience coordinating travel, events and projects in a fast-paced environment.

Responsibilities, but not limited to:

• Schedule monthly Exco and management meetings in consultation with the CEO.
• Circulate agendas and meeting packs at least one week prior to meetings.
• Record and distribute accurate minutes within 48 hours, clearly noting required actions and accountability.
• Track action items for each department, alerting them to upcoming deadlines and following up on missed deliverables.
• Support chairpersons to ensure professional and structured meetings.
• Ensure all minutes and agendas are saved on the server for ease of reference.
• Alert the CEO and Exco of missed deliverables on a weekly basis.
• Upload all actionable items from meetings and CEO/Exco instructions into Microsoft To Do.
• Ensure all tasks are assigned with deadlines, owners and clearly documented steps required to accomplish the task.
• Produce weekly To Do reports highlighting upcoming and overdue items to Exco and top management.
• Support department heads in maintaining accurate task updates on a weekly basis.
• Assist the CEO and department heads in maintaining the integrity of the To Do system so that department heads are held accountable for tasks performed by deadlines.
• Contribute to the design, implementation and management of standard operating procedures (SOPs) with respect to Microsoft To Do.
• Drive continuous process improvements to enhance operational effectiveness and resource utilization of the To Do system.
• Act as the first point of contact for urgent CEO matters when the CEO is unavailable, alerting the CEO to issues.
• Escalate urgent issues appropriately and arrange urgent Zoom calls when required.
• Manage CEO ad-hoc matters as required.
• In the event the CEO is not in the office, ensure all documentation that needs urgent attention is brought to the CEO’s attention and dealt with.
• Ensure confidentiality and secure handling of sensitive documents.
• Manage filing and retrieval systems for agendas, minutes and resolutions.
• Prepare information packs for board or other meetings.
• Uphold discretion and accuracy in handling sensitive company information.
• When sensitive matters arise in the office and the CEO is not present, use discretion to alert the CEO to resolve the issue.
• Execute relevant assigned projects in line with company objectives.
• Support cross-functional initiatives to improve operations.
• Ensure projects are delivered within agreed timelines, scope and costs.

Please note that should you not receive a response within 2 weeks of applying, you may consider your application unsuccessful.