Job brief
We are seeking a detail-oriented Administrative Officer to serve as the organizational hub for our executive team and support our growing multi-department operations. In this role, you will manage complex scheduling across time zones, oversee critical documentation processes, and coordinate seamless communication between leadership, staff, and external partners. You will work directly with senior management to ensure operational excellence, maintain confidential records, and implement efficient administrative systems that support our company's strategic objectives. This position offers the opportunity to develop deep organizational knowledge while playing a vital role in executive decision-making processes.
Key highlights
- Manage complex executive calendars across multiple time zones using Outlook and coordinate international travel arrangements through corporate booking platforms
- Process and track purchase requisitions, expense reports, and vendor payments through SAP, Oracle, or similar ERP systems
- Prepare comprehensive board meeting packages, quarterly reports, and executive presentations using PowerPoint and advanced Excel analytics
- Serve as primary communication liaison between C-suite executives, department heads, and external stakeholders including legal counsel and auditors
What is a Administrative Officer?
An Administrative Officer is a key organizational professional who serves as the operational backbone for business units, managing executive support, documentation systems, and inter-departmental coordination. Working with enterprise software platforms like Microsoft Office 365, SharePoint, and office management systems such as Asana or Monday.com, Administrative Officers ensure seamless information flow and procedural compliance across all organizational levels. Their expertise in records management, calendar coordination, and stakeholder communication directly impacts operational efficiency and executive productivity.
What does a Administrative Officer do?
An Administrative Officer manages complex executive calendars through Outlook or Google Workspace, coordinates multi-location meetings via Zoom or Microsoft Teams, and maintains comprehensive filing systems using document management platforms like SharePoint or Box. They process purchase orders through procurement software, prepare board meeting materials and presentations, and serve as the primary liaison between C-suite executives, department heads, and external vendors. Daily responsibilities include managing confidential correspondence, tracking project deliverables through project management tools, and ensuring compliance with corporate governance policies and administrative procedures.
Key responsibilities
- Manage complex executive calendars across multiple time zones using Outlook and coordinate international travel arrangements through corporate booking platforms
- Process and track purchase requisitions, expense reports, and vendor payments through SAP, Oracle, or similar ERP systems
- Prepare comprehensive board meeting packages, quarterly reports, and executive presentations using PowerPoint and advanced Excel analytics
- Maintain confidential personnel files, contracts, and legal documentation within secure document management systems like SharePoint or DocuSign
- Coordinate cross-departmental project timelines using project management software such as Asana, Monday.com, or Microsoft Project
- Serve as primary communication liaison between C-suite executives, department heads, and external stakeholders including legal counsel and auditors
- Oversee office supply inventory management and vendor relationships, negotiating contracts and managing procurement budgets up to $50K annually
- Implement and maintain ISO 9001 quality management documentation and ensure compliance with corporate governance policies and regulatory requirements
Requirements and skills
- Bachelor's degree in Business Administration, Office Management, or related field with 3+ years of executive support experience
- Advanced proficiency in Microsoft Office 365 Suite including Excel pivot tables, PowerPoint design, and Outlook calendar management
- Experience with enterprise software systems such as SAP, Oracle ERP, Salesforce CRM, or similar business management platforms
- Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification preferred for advanced administrative competency
- Demonstrated ability to handle sensitive information with discretion, including executive compensation data, legal matters, and strategic planning documents
- Strong project coordination skills with experience using Asana, Monday.com, Trello, or Microsoft Project for timeline and deliverable management
- Excellent written communication skills for preparing executive correspondence, meeting minutes, and formal business documentation
- Proven ability to manage competing priorities in fast-paced environments while maintaining accuracy in financial reporting, scheduling, and compliance tracking
FAQs
What does an Administrative Officer do on a daily basis?
An Administrative Officer manages executive schedules and coordinates meetings using calendar software like Outlook, processes invoices and purchase orders through ERP systems, and prepares reports and presentations for senior management. They handle confidential correspondence, maintain filing systems, coordinate travel arrangements, and serve as the communication bridge between executives and internal departments or external vendors. A typical day includes managing multiple competing priorities, ensuring compliance with company policies, and supporting decision-making processes through data compilation and administrative research.
What skills and qualifications do you need to become an Administrative Officer?
Administrative Officers typically need a bachelor's degree in business administration or a related field, plus 3-5 years of administrative or executive support experience. Essential technical skills include advanced Microsoft Office Suite proficiency (especially Excel and PowerPoint), experience with ERP systems like SAP or Oracle, and familiarity with document management platforms such as SharePoint. Professional certifications like Certified Administrative Professional (CAP) or Microsoft Office Specialist enhance career prospects. Strong organizational abilities, discretion with confidential information, and excellent written communication skills are crucial for success in this role.
Who does an Administrative Officer work with in an organization?
Administrative Officers work closely with C-suite executives, department heads, and senior management teams, providing direct support for strategic initiatives and daily operations. They regularly interact with HR personnel for employee-related matters, finance teams for budget and expense management, and IT departments for system access and technical support. External interactions include coordinating with vendors, legal counsel, auditors, and board members. They also collaborate with administrative staff across different departments and serve as a central point of contact for scheduling and information coordination throughout the organization.
Why are Administrative Officers important to business operations?
Administrative Officers are essential because they enable executive productivity and ensure organizational efficiency by managing complex scheduling, maintaining critical documentation, and coordinating cross-departmental communication. They reduce administrative burden on senior leadership, allowing executives to focus on strategic decision-making rather than operational details. Their role in maintaining compliance documentation, managing vendor relationships, and coordinating board meetings directly supports corporate governance and risk management. By serving as information gatekeepers and process coordinators, Administrative Officers help prevent miscommunication, missed deadlines, and operational disruptions that could impact business performance and stakeholder relationships.