TR, part of the Trifast plc group
Website:
trfastenings.com
Job details:
Role Purpose
The Executive Assistant cum Administration Manager will provide high-quality executive and secretarial support to senior leadership, while independently managing office administration, facilities, travel coordination, facility management and related administrative services.
The role requires a highly organized, discreet and proactive professional who can effectively manage multiple priorities, coordinate with internal and external stakeholders, and ensure smooth day-to-day functioning of the office and executive support services.
Key Responsibilities :
1. Executive Assistant / Secretarial Support
- Provide comprehensive administrative and secretarial support to senior leadership.
- Manage calendars, appointments, meetings and daily schedules.
- Coordinate internal and external meetings, including preparation of agendas and meeting materials.
- Prepare correspondence, presentations, reports, minutes and other documents as required.
- Handle confidential information and sensitive correspondence with a high degree of discretion.
- Follow up on action items and commitments arising from management meetings.
- Coordinate with internal functions and external stakeholders on behalf of senior leaders.
- Manage incoming calls, correspondence and important communications.
- Support leadership visits, events and special projects.
2. Travel Management
- Manage end-to-end domestic and international travel arrangements for senior leadership and employees.
- Coordinate flights, hotels, ground transportation, visas, travel insurance and other travel requirements in line with company policy
- Manage the company's travel management tool/platform, including bookings, approvals, user support and troubleshooting.
- Ensure compliance with the company's travel policy and approval matrix.
- Coordinate with travel agencies and travel service providers.
- Track travel expenses, cancellations, credits and refunds.
- Support travel planning for leadership meetings, conferences, customer visits and business events.
3. Facilities & Office Management
- Manage day-to-day facilities and administration activities for the office.
- Coordinate housekeeping, security, maintenance, pantry, reception, transport and other facility services.
- Manage office infrastructure, seating arrangements, meeting rooms and general workplace requirements.
- Coordinate with landlords, facility management companies, vendors and service providers.
- Ensure timely renewal and maintenance of facility-related contracts, licenses and agreements.
- Monitor office maintenance and ensure a safe, clean and professional workplace.
- Coordinate repairs, breakdowns and other facility-related issues.
- Support workplace safety, emergency preparedness and business continuity initiatives.
4. General Administration
- Develop and implement efficient administrative processes and systems.
- Maintain appropriate records, documents and administrative databases.
- Manage office supplies, stationery, assets and inventory.
- Coordinate procurement of administrative requirements and monitor vendor performance.
- Process and track administrative invoices and expenses.
- Support annual budgeting and cost control for administration and facilities.
- Identify opportunities to improve efficiency and optimize administrative costs.
5. Vendor & Stakeholder Management
- Manage relationships with travel agencies, facility management companies, security, housekeeping, transport and other vendors.
- Obtain quotations, negotiate commercial terms and monitor service levels.
- Ensure vendors comply with company policies and contractual requirements.
- Coordinate with Finance, HR, IT, Procurement, EHS and other functions on administrative matters.
6. Events & Leadership Support
- Coordinate leadership meetings, town halls, workshops, conferences and employee events.
- Support visiting regional/global leadership with travel, accommodation, transportation and meeting logistics.
- Coordinate office visits by customers, partners and other external stakeholders.
- Provide logistical support for special projects and company initiatives.
Key Skills & Competencies
- Strong Executive Assistant / Secretarial skills
- Excellent calendar and diary management
- Strong travel management and travel-tool expertise
- Facilities and office administration experience
- Vendor and contract management
- Excellent written and verbal communication
- Strong MS Office skills, particularly Outlook, Word, Excel and PowerPoint
- Ability to manage confidential and sensitive information
- Strong organization, prioritization and follow-through
- Ability to manage multiple tasks under tight deadlines
- Strong stakeholder management and interpersonal skills
- Proactive, service-oriented and solution-focused approach
- High attention to detail
- Ability to work independently with minimal supervision
Desired Experience
- 12 -15 years of relevant experience in Executive Assistance, Administration, Facilities or a similar role.
- Experience supporting senior leadership / C-suite executives.
- Experience managing corporate travel and preferably a travel management platform/ERP tool.
- Hands-on experience managing office facilities, vendors and workplace services.
- Experience in a multinational / corporate environment would be advantageous.
Key Performance Indicators
- Effectiveness and responsiveness of executive support
- Accuracy and timeliness of calendar, meeting and travel management
- Smooth and uninterrupted office/facility operations
- Travel policy compliance and cost optimization
- Vendor service quality and timely issue resolution
- Administrative cost control
- Stakeholder satisfaction
- Timely completion and follow-up of management actions
Summary
A mature, highly dependable and proactive professional who can operate as a trusted extension of senior leadership while also taking ownership of the practical administration and facilities agenda. The person should be comfortable moving between strategic executive support and hands-on operational problem solving.
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