About The Position
Axmed is
seeking an experienced and detail-oriented Executive Administrator to provide high-level administrative and operational
support to the C-suite. The Executive Administrator will play a pivotal role in
coordinating executive priorities, managing complex schedules across global
time zones, and ensuring seamless executive operations.
The
ideal candidate is highly organised, thrives in fast-paced virtual
environments, and treats executive calendar management as a project management
function, anticipating dependencies, managing inputs, and ensuring timely
execution. This position requires strong judgment, discretion, and the ability
to communicate effectively across senior internal and external stakeholders.
The role also calls for a proactive and solutions-oriented mindset, with the
ability to anticipate needs, act independently, and drive progress with minimal
direction.
Key Responsibilities
Executive
and Calendar Management
- Manage complex executive calendars across
multiple time zones, ensuring strategic alignment of priorities and
seamless coordination across departments.
- Treat diary management as a project management
function: tracking milestones, dependencies, and follow-ups to support
effective decision-making.
- Prepare agendas, pre-reads, and briefing notes
for meetings and leadership sessions, including follow-ups with internal
and external stakeholders on behalf of executives.
- Track follow-up actions, ensuring completion and
alignment with organizational objectives.
- Support C-suite communication flow, ensuring
executives are briefed, prepared, and connected to key initiatives.
Travel
and Expense Coordination
- Plan and coordinate domestic and international
travel for all associates, including flights, accommodations, itineraries,
and meetings.
- Manage all travel documentation, visa processes,
and compliance with company policies.
- Process and reconcile expenses accurately and
promptly, maintaining oversight of executive budgets.
- Prepare summaries or reports to support
executive decision-making.
- Demonstrate understanding of multiple currencies
and international coordination.
Database
and Information Management
- Maintain accurate, up-to-date records across
internal systems and databases (e.g., CRM, ERP, or collaboration
platforms).
- Proactively manage data capturing, version
control, and information accuracy across shared platforms.
- Support documentation management, ensuring ease
of access and version integrity for all executive files.
Operational
Support
- Manage administrative systems and processes that
underpin executive efficiency in a remote environment.
- Coordinate vendor relationships, subscriptions,
and digital tools supporting executive operations.
- Contribute to continuous improvement of
administrative workflows and communication systems.
- Support remote team meetings, all-hands
sessions, and leadership coordination activities.
Internal
Communications and Coordination
- Draft and distribute internal communications,
announcements, and executive correspondence.
- Liaise across departments to coordinate
deliverables and track cross-functional priorities.
- Serve as a professional and trusted
representative of the executive office in all interactions.
Requirements
- Minimum of 4 years’ experience providing
administrative support to senior leadership teams in a remote or
distributed environment.
- Proven expertise in complex calendar management,
international travel logistics, and expense reconciliation.
- Strong proficiency with Microsoft Office Suite
(Outlook, Excel, Word, PowerPoint) and remote collaboration tools such as
Zoom, Slack, Teams, or Asana.
- Experience using CRM or ERP systems such as
HubSpot.
- Exceptional organizational skills with
meticulous attention to detail and follow-through.
- Demonstrated proactive mindset, with the ability
to anticipate needs, think critically, and act independently to drive
progress.
- Excellent written and verbal communication
skills with professionalism and discretion.
- Comfort working autonomously and collaboratively
in a remote, global environment
How to Apply
