About the position
ENVIRONMENT:
A leader in biomedical engineering and medical-device innovation is seeking a highly organised, detail-oriented and proactive Executive Support and Office Coordinator to join their team. The successful candidate must hold a diploma or degree in Business Administration, Office Management, Human Resources or a related field.
DUTIES:
REQUIREMENTS:
Executive Support & Office Coordination
- Manage the Managing Director’s calendar, meetings, appointments, and travel with precision.
- Coordinate internal and external communication, acting as a professional first point of contact.
- Prepare meeting agendas, minutes, briefing notes, and follow-up action lists.
- Maintain confidentiality when handling sensitive commercial, personnel, and strategic information.
- Organise domestic and international travel, including itineraries, visas, accommodation, and logistics.
- Track commitments, deadlines, and delegated actions to ensure follow-through.
Administrative & Operational Support
- Prepare reports, presentations, correspondence, and documentation as required.
- Assist with HR coordination tasks (leave tracking, onboarding logistics, policy distribution).
- Support Finance and Operations with administrative tasks such as reconciliations, documentation, and compliance submissions.
- Maintain structured filing systems (digital and physical) for easy retrieval and audit readiness.
- Coordinate meetings, workshops, and internal events.
Digital Workflow Usage & Light Automation
(This is the “digital skill potential” section — realistic and deliverable.)
- Use the automated workflows, digital assistants, and structured systems developed by the Special Projects & Automation Manager.
- Provide feedback on workflow usability, bottlenecks, and opportunities for refinement.
- Use AI-enabled tools for:
- drafting correspondence
- summarising meeting notes
- preparing briefing packs
- generating structured action registers
- Maintain SharePoint lists, digital registers, and structured data repositories.
- Assist in testing new workflows and reporting issues or improvement ideas.
- Ensure consistent adoption of approved digital processes across the executive office.
HR Coordination (Non-Specialist)
- Support HR with onboarding logistics (documentation, scheduling, access setup).
- Assist with leave approvals, employee communication, and policy distribution.
- Maintain accurate HR records and ensure compliance with approved workflows.
- Coordinate training schedules, performance review documentation, and employee communication.
Relationship Management & Communication
- Liaise professionally with employees, management, external partners, and service providers.
- Maintain positive working relationships across departments.
- Represent the Managing Director’s office with maturity, discretion, and professionalism.
REQUIREMENTS:
Qualifications
- Diploma or degree in Business Administration, Office Management, HR, or related field.
- Strong digital literacy and comfort with modern tools (Microsoft 365, SharePoint, Teams).
- Exposure to AI-assisted tools or willingness to learn.
Experience
- 3–7 years in an Executive Assistant, Personal Assistant, or senior administrative role.
- Experience supporting senior executives in a fast-paced environment.
- Experience with HR coordination or administrative support is advantageous.
ATTRIBUTES:
- Highly organised, detail-oriented, and proactive.
- Strong written and verbal communication skills.
- High discretion and confidentiality.
- Comfortable with technology and eager to learn new digital tools.
- Calm under pressure and able to manage multiple priorities.
- Service-oriented, reliable, and professional.
Desired Skills:
