1. Summary:

The Admin Executive at Consulus provides crucial administrative and operational support to facilitate the smooth and efficient execution of consulting projects and internal operations. This role demands exceptional organizational, communication, and interpersonal skills, along with the ability to manage diverse tasks in a fast-paced, international environment. The ideal candidate will be proactive, detail-oriented, and capable of anticipating the needs of the team.

2. Key Responsibilities:

• Project Administrative Support:
• Assist consulting teams with the administrative aspects of project delivery, including document preparation (proposals, reports), scheduling client meetings, and coordinating logistics.
• Manage project-related documentation and maintain organized project files (both physical and digital).
• Assist with the preparation of presentation materials and visual aids for client presentations.
• Track project expenses and assist with the processing of invoices and reimbursements.
• Coordinate travel arrangements and logistics for consultants involved in client engagements.
• Office and Operations Management:
• Oversee office supplies and ensure timely procurement.
• Maintain a professional and efficient office environment.
• Liaise with building management and vendors for office maintenance and repairs.
• Manage incoming and outgoing communications (mail, courier, calls) with professionalism.
• Organize and maintain office filing systems and databases, ensuring data accuracy and confidentiality.
• Communication and Coordination:
• Serve as a key point of contact for internal teams and external stakeholders, including clients and partners.
• Facilitate effective communication across different teams and geographical locations.
• Schedule and coordinate internal and external meetings, including video conferences and virtual meetings across different time zones.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Travel and Logistics:
• Arrange complex international and domestic travel itineraries, including flights, accommodation, and ground transportation.
• Process visa applications and other travel-related documentation as required.
• Manage travel expense reports and ensure compliance with company policies.
• General Administrative Support:
• Prepare and format various documents, reports, and presentations using Microsoft Office Suite.
• Manage calendars and ensure timely reminders for deadlines and appointments.
• Assist with onboarding new team members by preparing necessary documentation and coordinating logistics.
• Support the organization of internal events and workshops.
• Handle ad-hoc administrative tasks and projects as assigned.

3. Requirements:

• Education: Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, or a related field.
• Experience: Minimum >1 year of relevant administrative experience, preferably in a professional services or international environment.
• Skills:
• Expert proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills, with the ability to prioritize and manage multiple tasks simultaneously.   
• Proficient with accounting software (Xero)
• Excellent written and verbal communication skills, with strong interpersonal abilities.   
• High level of attention to detail and accuracy.
• Ability to work independently, take initiative, and problem-solve effectively.
• Strong understanding of professional etiquette and confidentiality.
• Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
• Other:
• Familiarity with project management tools and methodologies is a plus.
• Experience with international travel arrangements and visa processes is advantageous.
• Fluency in additional languages is a plus.

4. Personal Attributes:

• Highly proactive and resourceful, with a strong sense of ownership.
• Adaptable and flexible in a dynamic and evolving environment.
• Excellent interpersonal skills and a collaborative approach.
• Professional and articulate.
• Discreet and able to handle confidential information with integrity.