Admin Manager / Executive Assistant

Job Summary

We are seeking a highly organised, proactive, and technology-driven Admin Manager / Executive Assistant to provide high-level administrative support to senior management while overseeing the day-to-day operations of the office. This role requires excellent organisational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will play a key role in ensuring the smooth running of the business by managing executive schedules, coordinating meetings, handling communications, maintaining records, and supporting business projects. As part of this role, the candidate will also be expected to confidently use AI tools such as ChatGPT and Claude to improve productivity and streamline administrative processes.

Key Responsibilities

Executive Assistance

* Manage executives’ calendars, appointments, and travel arrangements.

* Schedule, coordinate, and organise meetings, conferences, and business events.

* Prepare reports, presentations, agendas, and meeting minutes.

* Handle confidential information with the highest level of professionalism and discretion.

* Screen and manage incoming calls, emails, and correspondence on behalf of senior management.

* Follow up on action items and ensure deadlines are met.

* Assist executives with day-to-day business and personal administrative tasks where required.

Administrative Management

* Oversee the day-to-day administration of the office and ensure efficient operations.

* Develop and maintain organised filing systems, records, and documentation.

* Coordinate with internal departments, suppliers, clients, and external stakeholders.

* Monitor office supplies, equipment, and facilities.

* Ensure compliance with company policies, procedures, and administrative standards.

* Identify opportunities to improve administrative processes and increase operational efficiency.

Communication & Coordination

* Act as the primary point of contact between executives, employees, clients, suppliers, and business partners.

* Draft professional correspondence, emails, letters, and internal communications.

* Build and maintain positive working relationships with internal and external stakeholders.

* Coordinate projects and ensure timely communication between departments.

Reporting & Documentation

* Prepare business reports, presentations, dashboards, and performance summaries.

* Maintain accurate records, databases, and company documentation.

* Assist with project planning, coordination, and progress tracking.

* Produce high-quality documents and presentations suitable for senior management.

AI & Technology

* Confidently use AI productivity tools such as ChatGPT, Claude, Microsoft Copilot, and similar platforms to improve efficiency.

* Use AI to draft professional emails, reports, presentations, meeting summaries, research, and business documents.

* Create clear and effective prompts to obtain accurate, high-quality outputs from AI tools.

* Review, verify, and refine AI-generated content to ensure accuracy, professionalism, and confidentiality.

* Identify opportunities to automate repetitive administrative tasks using AI and other digital tools.

* Keep up to date with emerging AI technologies and recommend practical ways to improve business operations.

Required Qualifications

* Bachelor’s degree in Business Administration, Management, or a related field.

* Minimum of 2–3 years’ experience in administration, office management, or executive support.

* Proven experience supporting senior executives and managing office operations.

* Excellent organisational and time management skills with the ability to prioritise multiple tasks.

* Strong written and verbal communication skills.

* High level of professionalism, discretion, and attention to detail.

* Strong problem-solving and decision-making abilities.

* Ability to work independently and as part of a team.

Technical Skills

* Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

* Experience using Google Workspace.

* Strong practical knowledge of AI tools including ChatGPT, Claude, Microsoft Copilot, or similar platforms.

* Ability to write effective AI prompts and use AI confidently to improve productivity and business efficiency.

* Experience using project management and collaboration tools is an advantage.

Personal Attributes

* Highly organised and proactive.

* Professional, trustworthy, and able to handle confidential information.

* Strong attention to detail.

* Excellent interpersonal and relationship-building skills.

* Adaptable and eager to learn new technologies.

* Positive attitude with a solution-focused mindset.

* Ability to work under pressure while maintaining high standards.

What We Offer

* Competitive salary.

* Opportunities for professional development and career progression.

* A modern, technology-driven working environment.

* Exposure to AI-powered business processes and continuous learning opportunities.

* A supportive and collaborative team culture.

Work from home role, apply at shoaib@smaccountax.com

Pay: Rs55,000.00 - Rs75,000.00 per month

Work Location: In person