Job Description

The Senior Administrator is a key member of an organization’s administrative team, providing high-level support to executives, managers, or department heads. This role involves managing administrative tasks, coordinating projects, overseeing administrative staff, and ensuring efficient operations. The Senior Administrator plays a vital role in maintaining effective communication, organizing workflows, and facilitating the smooth functioning of the organization.

Responsibilities:

• Administrative Support: Provide comprehensive administrative support to executives, managers, or department heads, including managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence.
• Project Coordination: Assist in the coordination and execution of various projects, ensuring timely completion and adherence to project goals and objectives. This may involve organizing meetings, tracking project milestones, and preparing project-related documentation. 
• Staff Supervision: Oversee administrative staff, providing guidance, mentoring, and support as needed. Assign tasks, monitor progress, and ensure the timely completion of administrative assignments.
• Records Management: Maintain accurate and organized records, files, and databases, ensuring confidentiality and compliance with data protection policies and regulations.
• Communication and Correspondence: Manage incoming and outgoing communication, including emails, phone calls, and written correspondence. Draft, review, and edit documents, reports, and presentations.
• Resource Management: Coordinate the allocation and utilization of resources, such as office supplies, equipment, and facilities, to optimize efficiency and cost-effectiveness.
• Policy and Procedure Compliance: Ensure compliance with organizational policies and procedures, providing guidance to staff and promoting adherence to established guidelines.
• Event Planning and Coordination: Assist in planning and coordinating internal and external events, such as conferences, meetings, workshops, and social gatherings. This includes managing logistics, coordinating vendors, and ensuring smooth event execution.
• Budget Monitoring: Assist in monitoring and tracking departmental budgets, expenses, and financial transactions. Prepare reports and provide input for budget planning and forecasting.
• Continuous Improvement: Identify opportunities for process improvement and operational efficiency. Propose and implement initiatives to streamline administrative workflows, enhance productivity, and optimize resource utilization.

Qualifications:

• Bachelor’s degree in business administration, management, or a related field is preferred.
• Proven experience in administrative roles, demonstrating increasing levels of responsibility and proficiency.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent communication skills, both verbal and written, with the ability to interact effectively with individuals at all levels of the organization.
• Proficiency in office productivity tools, such as Microsoft Office suite (Word, Excel, PowerPoint) and collaboration platforms.
• Attention to detail and a high level of accuracy in managing records, documents, and correspondence.
• Leadership and team management skills, with the ability to supervise and motivate administrative staff.
• Strong problem-solving abilities and the capacity to handle confidential and sensitive information with discretion.
• Adaptability and flexibility to adjust to changing priorities and handle unexpected situations.
• Knowledge of project management principles and practices is beneficial.
• Ability to work independently, take initiative, and make informed decisions.