Executive Admin

The Executive Administrator provides high-level administrative, operational, and coordination support to senior management within the Municipality & Transportation sector. The role is responsible for managing executive office operations, coordinating communications, organizing meetings and events, monitoring correspondence, preparing reports and presentations, and ensuring the efficient flow of information between departments, stakeholders, government entities, and external partners. The position plays a critical role in supporting executive decision-making, maintaining confidentiality, and ensuring adherence to organizational policies, procedures, and governance requirements.

The Executive Administrator provides high-level administrative, operational, and coordination support to senior management within the Municipality & Transportation sector. The role is responsible for managing executive office operations, coordinating communications, organizing meetings and events, monitoring correspondence, preparing reports and presentations, and ensuring the efficient flow of information between departments, stakeholders, government entities, and external partners. The position plays a critical role in supporting executive decision-making, maintaining confidentiality, and ensuring adherence to organizational policies, procedures, and governance requirements.

• Provide comprehensive administrative support to Executive Directors, Directors, and senior management.
• Manage executive calendars, appointments, meetings, and travel arrangements.
• Screen, prioritize, and coordinate incoming correspondence, emails, and official communications.
• Draft, review, and distribute letters, memoranda, reports, presentations, and official documents.
• Maintain confidential records, executive files, and sensitive information.

• Serve as the primary coordination point between executive management and internal departments.
• Liaise with government entities, municipalities, consultants, contractors, and external stakeholders.
• Coordinate departmental communications and ensure timely dissemination of information.
• Follow up on management directives and action items to ensure timely completion.
• Facilitate communication flow between transportation, infrastructure, planning, and support departments.

• Manage document control processes and filing systems in accordance with organizational standards.
• Ensure proper preparation and archiving of executive records and official correspondence.
• Monitor incoming and outgoing documents through electronic management systems.
• Maintain accurate records for audits, inspections, and compliance requirements.

• Prepare periodic management reports, dashboards, and executive summaries.
• Monitor departmental KPIs and follow up on reporting requirements.
• Consolidate data from various departments for executive review.
• Track strategic initiatives and support progress reporting.
  
  Assist in preparing annual operational plans, presentations, and performance reports.

• Identify opportunities to improve administrative efficiency and workflow processes.
• Support the implementation of digital systems and administrative automation initiatives.
• Ensure compliance with policies, procedures, governance standards, and service level requirements.
• Contribute to continuous improvement initiatives within the department.

• Bachelor's Degree in Business Administration, Public Administration, Management, Office Administration, or a related field.
• Professional certifications in Executive Administration, Office Management, Project Coordination, or Business Administration are an advantage.

• 5-8 years of experience in executive administration, office management, or administrative support functions.
• Preferably at least 3 years of experience within the government, transportation, infrastructure, or public sector environment.
• Experience supporting senior executives and managing high-level administrative functions.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of document management and records management systems.
• Experience with ERP, workflow, and correspondence management systems.
• Strong reporting, presentation, and data management skills.

• Percentage of…