EXECUTIVE ADMINISTRATION& PLANNING OFFICER

KEY RESPONSIBILITIES A. Executive Administration Support  Provide day-to-day administrative support to the Managing Director and senior management as assigned.  Coordinate management requests and ensure responsible departments receive clear instructions.  Prepare official letters, memos, statements, presentations, reports and management correspondence.  Maintain proper records of management documents and confidential information.  Coordinate internal and external communication relating to management activities.  Support preparation of documents requiring management review, approval or signature. B. Management Task Tracking  Maintain a central tracker of tasks and instructions issued by the Managing Director and senior management.  Record responsible persons, expected deliverables and completion deadlines.  Follow up with departments and task owners to ensure activities are completed within agreed timelines.  Identify overdue or delayed activities and escalate them appropriately.  Provide periodic status reports showing completed, pending and overdue management actions. C. Planning & Coordination  Support preparation of weekly, monthly, quarterly and annual management work plans.  Coordinate key company activities and ensure deadlines are communicated to responsible departments.  Maintain a calendar of important company activities, deadlines, meetings and management commitments.  Coordinate cross-department activities requiring management attention.  Support monitoring of company projects and strategic initiatives. D. Meeting Management  Coordinate management, departmental and cross-functional meetings.  Prepare and circulate meeting agendas in advance.  Ensure required documents and presentations are available before meetings.  Take clear and accurate meeting minutes.  Record decisions, action points, responsible persons and deadlines.  Circulate meeting minutes and follow up outstanding action items until completion.  Maintain an organized archive of meeting records. E. Executive Calendar & Scheduling  Manage and coordinate executive schedules and appointments where assigned.  Organize internal and external meetings while avoiding scheduling conflicts.  Coordinate meeting rooms, virtual meetings and other logistical arrangements.  Remind responsible parties of upcoming meetings, deliverables and deadlines.  Assist with preparation and coordination of management visits, events and official engagements. F. Reporting & Management Information  Compile information from departments for management reports.  Prepare weekly and monthly executive task-status reports.  Develop simple dashboards or trackers showing progress against key deadlines.  Monitor implementation of management decisions and provide progress updates.  Ensure reports submitted to management are complete, properly formatted and submitted on time. G. Administrative Coordination  Support preparation of business trip documentation, meeting arrangements and other executive administrative requirements.  Coordinate with relevant departments on management-related administrative matters.  Maintain proper filing and retrieval of management records.  Ensure sensitive executive documents are handled securely and confidentially.  Perform other planning and administrative duties assigned by management Requirements A.Education  Bachelor's Degree in Business Administration, Management, Public Administration, Project Management, Planning or a related field. B.Experience  Minimum of 2–4 years' relevant experience in executive administration, planning, project coordination, office administration or a similar role.  Experience supporting senior management or executive offices is highly desirable.  Experience in task tracking, meeting coordination and report preparation will be an advantage. C. KNOWLEDGE & SKILLS The job holder should have:  Strong planning and organizational skills.  Excellent task-tracking and follow-up abilities.  Strong written and verbal communication skills.  Good report-writing and business correspondence skills.  Strong Microsoft Word, Excel and PowerPoint skills.  Ability to prepare professional presentations and management reports.  Good meeting coordination and minute-writing skills.  Strong time-management skills.  Ability to manage several priorities and deadlines simultaneously.  High level of professionalism and confidentiality