Administrative Assistant – Executive Support

About the role

We are looking for an Administrative Assistant to provide senior‑level support to 2‑3 Managing Directors within the COO Group. The role involves managing complex calendars, travel, expenses and office operations to ensure the executive team runs smoothly.

Key responsibilities

• Maintain and coordinate extremely busy Outlook calendars for the COO leadership team.
• Arrange domestic and international travel, process expense reports and oversee pre‑approval procedures.
• Organise and execute internal and external events, meetings and onsite sessions, both virtual and in‑person.
• Manage office logistics including seat assignments, stationery, mailroom activities and social events.
• Oversee contingent workforce and Statement of Work processes, handling onboarding and off‑boarding of consultants.
• Support technology requests, supply orders, recruiting, onboarding and off‑boarding of staff.
• Create and edit spreadsheets, presentations and related documents for meetings.
• Provide backup support, adapt to shifting priorities and lead ad‑hoc projects as needed.

Required profile

• 3‑5 years of experience in an office administration role supporting senior leaders.
• Proven ability to manage calendars, travel arrangements and monthly expense reporting.
• Strong organizational skills with attention to detail and the ability to work under pressure.
• Excellent written and verbal communication, capable of interacting with all management levels.
• Discretion in handling confidential information.

Required skills

• Microsoft Outlook
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Concur expense management system
• Audio‑video conferencing tools