Admin & Executive Support Specialist

Admin & Executive Support Specialist

We are looking for a highly organized, proactive, and dependable Admin & Executive Support Specialist who can help keep our day-to-day operations organized and ensure that important tasks, communications, schedules, documents, and recruitment activities are properly managed.

This is not a role for someone who simply waits for instructions.

We need someone who takes ownership, follows through, communicates clearly, keeps things organized, and makes sure nothing important falls through the cracks.

You should be comfortable working independently, handling confidential information, coordinating with different people, and managing multiple priorities at the same time.

KEY RESPONSIBILITIES
1. Executive & Administrative Support
Provide day-to-day administrative support to management.
Organize and maintain important documents, records, and information.
Prepare documents, reports, summaries, trackers, and other administrative materials when needed.
Maintain organized digital folders and documentation.
Keep track of important requests, follow-ups, deadlines, and pending items.
Assist management with research and administrative coordination.
Make sure assigned tasks are properly documented and followed through until completion.
Handle sensitive and confidential information professionally.

2. Email Management & Communication
Monitor and organize company email communications.
Identify messages that require immediate attention or follow-up.
Draft professional email responses when requested.
Organize email s, correspondence, and important information.
Follow up on unanswered or pending communications.
Help ensure important messages are not overlooked.
Maintain professional communication with employees, applicants, vendors, partners, and other contacts.

3. Calendar & Schedule Management
Maintain and organize management calendars.
Schedule meetings, appointments, interviews, and internal discussions.
Coordinate availability between participants.
Help prevent scheduling conflicts.
Send reminders for important meetings and deadlines.
Keep management informed of upcoming commitments.
Make schedule adjustments when priorities change.

4. Recruitment & Hiring Support
Create and publish job postings across approved recruitment platforms.
Source and identify qualified candidates based on the company’s hiring requirements.
Review applications and conduct initial candidate screening.
Shortlist qualified candidates for management review and interviews.
Coordinate interview schedules and follow up with candidates.
Maintain an organized candidate tracker showing each applicant’s current hiring status.
Communicate professionally with candidates throughout the recruitment process.
Assist with job offers, pre-employment requirements, and onboarding coordination.
Maintain an active talent pool for future hiring needs.
Provide regular updates on recruitment progress, pending interviews, and open positions.

5. Task & Follow-Up Management
Maintain an organized list of ongoing, pending, and completed tasks.
Follow up with responsible individuals regarding outstanding deliverables.
Track deadlines and commitments.
Flag overdue or potentially delayed items.
Provide management with clear status updates.
Make sure instructions are documented accurately.
Follow through on assigned tasks instead of waiting to be reminded.

6. Documentation & File Organization
Maintain a structured digital filing system.
Organize company documents so they can be easily located when needed.
Maintain administrative records and trackers.
Keep documents properly named, categorized, and updated.
Assist in documenting company procedures and administrative processes.
Help maintain internal templates, forms, checklists, and SOPs.

7. Meeting & Coordination Support
Help prepare information needed before meetings.
Coordinate meeting schedules and participants.
Take or organize meeting notes when required.
Document decisions, deliverables, and follow-up items.
Track action items after meetings.
Follow up with responsible team members regarding agreed deliverables.

8. General Operations Support
Assist management with day-to-day operational coordination.
Coordinate with different departments when administrative support is required.
Help collect updates and information requested by management.
Maintain visibility of pending administrative and operational matters.
Identify administrative issues before they become bigger problems.
Recommend improvements to administrative processes when appropriate.
Take ownership of recurring administrative responsibilities.

WHAT WE ARE LOOKING FOR

We are looking for someone who is:

Highly organized and detail-oriented
Proactive rather than reactive
Reliable and accountable
Comfortable working independently
Strong at following instructions
Equally comfortable asking questions when something is genuinely unclear
Able to manage multiple priorities without losing track of details
Professional in written and verbal communication
Consistent with follow-ups
Comfortable communicating with candidates and team members
Able to maintain confidentiality
Resourceful and capable of solving routine problems independently
Comfortable working in a fast-moving environment where priorities may change

REQUIRED SKILLS

Strong written and spoken English
Administrative or executive support experience
Excellent organizational and time-management skills
Professional email communication
Calendar and scheduling management
Recruitment and candidate coordination
Candidate screening and applicant tracking
Document and file management
Task tracking and follow-up
Strong attention to detail
Ability to work with spreadsheets, documents, and online collaboration tools
Ability to learn new systems and processes quickly

Experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, Recruitment Assistant, HR Assistant, or Operations Assistant is an advantage.

WHAT SUCCESS LOOKS LIKE IN THIS ROLE

Success is not measured simply by being online or completing isolated tasks.

A successful Admin & Executive Support Specialist helps create order, visibility, and accountability.

Management should be able to quickly understand:

What needs to be done
What has already been completed
What is currently in progress
What is delayed or requires attention
Which communications require a response
Which meetings and deadlines are coming up
Which candidates are moving through recruitment
Which positions are still open
What needs management approval or a decision

The goal is simple: keep things organized, keep things moving, and make sure important matters do not get forgotten.

WORKING STYLE
Take Ownership

If something is assigned to you, take responsibility for moving it forward.

Communicate Early

If there is a problem, delay, or missing information, communicate it before it becomes an issue.

Stay Organized

Do not rely solely on memory. Use trackers, calendars, documentation, and systems.

Follow Through

Starting a task is not the same as completing it.

Think Ahead

If you notice something that management will likely need, bring it forward proactively.

Protect Confidentiality

You may have access to management communications, company information, employee information, candidate information, and credentials. Professional discretion is essential.

BEFORE YOU APPLY

Please read the entire job description carefully.

We are looking for someone who understands that this position is not simply about completing tasks as they are assigned. It is about helping management stay organized, maintaining visibility over important matters, following through consistently, and taking ownership of responsibilities.

If you are someone who waits to be reminded repeatedly, struggles to keep track of details, or requires constant supervision to complete routine responsibilities, this role may not be the right fit.

If you are organized, proactive, dependable, professional, and comfortable taking ownership, we would like to hear from you.