Senior Administrative Officer
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Key skills for this role
About the Role
Sharafi Group Investments seeks a Senior Administration Officer to provide administrative support to senior management, coordinate meetings, manage office facilities, and track action plans.
Key Skills for This Role
Responsibilities
- Coordinate with department heads and business units to monitor the implementation of management decisions and agreed action plans
- Follow up proactively on outstanding action items and ensure timely completion within agreed deadlines
- Prepare and circulate action trackers and periodically update management on the status of pending items
- Escalate delays and unresolved matters to management where necessary
- Assist senior management in coordinating cross functional projects and initiatives
- Plan, schedule, and coordinate internal and external meetings for senior management
- Liaise with internal stakeholders and external parties to identify suitable meeting schedules
- Prepare meeting agendas in coordination with the meeting organizer
- Attend management meetings and accurately record Minutes of Meeting (MoMs)
- Prepare, review, and circulate MoMs promptly after meetings
- Maintain records of meeting decisions and ensure systematic follow up on assigned responsibilities
- Monitor progress of action items arising from meetings until completion
Requirements
- Bachelor's degree in Business Administration, Management, Office Administration, or a related field
- Professional certification in administration or office management would be an advantage
- Minimum 7–10 years of experience in executive administration, office management, or corporate administration
- Experience supporting senior management in a medium to large organization
- Proven experience preparing professional Minutes of Meetings and managing executive action trackers
- Experience coordinating with multiple departments and external stakeholders
- Excellent organizational and coordination skills
- Strong follow up and execution capabilities
- Exceptional written and verbal communication skills
- High level of professionalism, discretion, and confidentiality
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
Full Job Posting
Role Overview
- The Senior Administration Officer will provide comprehensive administrative and coordination support to senior management and the Group's business functions.
- The role requires a highly organized, proactive, and experienced professional who can effectively coordinate with department heads, monitor action plans, ensure timely follow up on management decisions, and facilitate seamless communication across the organization.
Key Responsibilities
- Coordinate with department heads and business units to monitor the implementation of management decisions and agreed action plans.
- Follow up proactively on outstanding action items and ensure timely completion within agreed deadlines.
- Prepare and circulate action trackers and periodically update management on the status of pending items.
- Escalate delays and unresolved matters to management where necessary.
- Assist senior management in coordinating cross functional projects and initiatives.
- Plan, schedule, and coordinate internal and external meetings for senior management.
- Liaise with internal stakeholders and external parties to identify suitable meeting schedules.
- Prepare meeting agendas in coordination with the meeting organizer.
- Attend management meetings and accurately record Minutes of Meeting (MoMs).
- Prepare, review, and circulate MoMs promptly after meetings.
- Maintain records of meeting decisions and ensure systematic follow up on assigned responsibilities.
- Monitor progress of action items arising from meetings until completion.
Office Administration & Facilities Management
- Oversee the day to day administration of the corporate office.
- Ensure office facilities are maintained in a safe, clean, organized, and professional condition.
- Coordinate office maintenance, repairs, housekeeping, security, pantry, stationery, and general office services.
- Manage office supplies and ensure adequate inventory levels at all times.
- Coordinate with service providers and vendors for facility related requirements.
- Identify opportunities to improve office efficiency and administrative processes.
Visitor & Meeting Facilitation
- Coordinate and facilitate visits by clients, consultants, contractors, government officials, and other external stakeholders.
- Arrange meeting rooms, refreshments, presentation facilities, and other meeting requirements.
- Welcome visitors and ensure they receive appropriate assistance during their visit.
- Coordinate visitor access and security procedures where applicable.
- Ensure meetings are conducted professionally with all logistical arrangements completed in advance.
Administrative Support
- Maintain organized records of administrative documents, correspondence, and reports.
- Draft professional letters, meeting invitations, and internal communications.
- Assist in preparing presentations, reports, and management documentation.
- Coordinate travel arrangements, accommodation, and logistics for management when required.
- Support company events, management meetings, workshops, and corporate functions.
Reporting & Documentation
- Maintain an updated action tracker for management meetings.
- Prepare periodic reports on outstanding action items and administrative activities.
- Maintain confidential records and ensure proper document management.
- Ensure all administrative records are accurate and readily accessible.
Qualifications
- Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
- Professional certification in administration or office management would be an advantage.
Experience
- Minimum 7–10 years of experience in executive administration, office management, or corporate administration.
- Experience supporting senior management in a medium to large organization.
- Proven experience preparing professional Minutes of Meetings and managing executive action trackers.
- Experience coordinating with multiple departments and external stakeholders.
Required Skills
- Excellent organizational and coordination skills.
- Strong follow up and execution capabilities.
- Exceptional written and verbal communication skills.
- Ability to prepare clear, concise, and accurate Minutes of Meetings.
- Strong interpersonal skills with the ability to work effectively across all organizational levels.
- High level of professionalism, discretion, and confidentiality.
- Excellent time management and multitasking abilities.
- Strong problem solving skills and attention to detail.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Ability to work under pressure and manage competing priorities.
Key Performance Indicators (KPIs)
- Timely preparation and circulation of Minutes of Meetings.
- Percentage of action items effectively tracked and followed up to closure.
- Timeliness and accuracy of management reports and action trackers.
- Meeting coordination efficiency and stakeholder satisfaction.
- Office administration and facility management effectiveness.
- Timely resolution of office maintenance and administrative issues.
- Responsiveness to management requests.
- Accuracy and completeness of administrative documentation.
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