Executive Administration

Role Overview

We are looking for a proactive and tech-savvy Admin Executive to manage day-to-day office operations efficiently. The ideal candidate must be highly organized, detail-oriented, and comfortable working with digital tools including Microsoft Excel, task management software, and AI-powered platforms.

Key Responsibilities

1. Excel & Data Management

• Create and maintain Excel spreadsheets using advanced formulas (VLOOKUP, INDEX-MATCH, SUMIF, Pivot Tables, etc.)

• Manage and organize company data, records, and databases with accuracy

• Prepare MIS reports, data summaries, and dashboards for management review

• Perform data entry, data cleaning, and validation on a regular basis

2. Daily Reporting

• Prepare and circulate daily, weekly, and monthly operational reports

• Maintain attendance records, leave management sheets

• Ensure timely submission of reports to management with zero errors

3. Task Management & Coordination

• Manage and follow up on tasks assigned to team members using task management tools

• Coordinate with internal departments to ensure smooth workflow and timely delivery

• Maintain a central task tracker to monitor progress and deadlines

• Prepare meeting agendas, minutes of meetings (MOM), and action points

4. AMC Coordination (Annual Maintenance Contracts)

• Maintain a comprehensive register of all AMC contracts for office equipment and services

• Track AMC renewal dates and coordinate with vendors well in advance

• Coordinate service visits, complaint resolution, and AMC compliance for all company assets

• Maintain records of service history, warranties, and vendor contact details

5. Reminders & Work Routine Management

• Set up and manage reminders for recurring tasks, renewals, meetings, and deadlines

• Maintain and circulate the daily work schedule and calendar for the management team

• Follow up on pending work and ensure all tasks are completed on time

• Proactively flag delays, issues, or upcoming deadlines to management

6. AI Tools & Digital Productivity

• Work efficiently with AI platforms and tools (e.g., ChatGPT, Claude, Gemini, Copilot, etc.)

• Use AI tools for drafting emails, reports, summaries, and communication templates

• Stay updated with new AI productivity apps and recommend useful tools to the team

• Assist in automating repetitive tasks using available AI and digital tools

Required Skills & Competencies

Technical Skills

• Advanced MS Excel

• MS Office Suite (Word, PPT)

• AI Platforms & Productivity Apps

• Data Entry & Record Management

• Email & Calendar Management

Soft Skills

• Strong attention to detail

• Excellent communication skills

• Time management & punctuality

• Proactive and self-motivated

• Ability to multitask

• Confidentiality & professionalism