Executive Administrator Job Axmed

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About The Position

Axmed is seeking an experienced and detail-oriented Executive Administrator to provide high-level administrative and operational support to the C-suite. The Executive Administrator will play a pivotal role in coordinating executive priorities, managing complex schedules across global time zones, and ensuring seamless executive operations.

The ideal candidate is highly organised, thrives in fast-paced virtual environments, and treats executive calendar management as a project management function, anticipating dependencies, managing inputs, and ensuring timely execution. This position requires strong judgment, discretion, and the ability to communicate effectively across senior internal and external stakeholders. The role also calls for a proactive and solutions-oriented mindset, with the ability to anticipate needs, act independently, and drive progress with minimal direction.

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Key Responsibilities

Executive and Calendar Management

• Manage complex executive calendars across multiple time zones, ensuring strategic alignment of priorities and seamless coordination across departments.
• Treat diary management as a project management function: tracking milestones, dependencies, and follow-ups to support effective decision-making.
• Prepare agendas, pre-reads, and briefing notes for meetings and leadership sessions, including follow-ups with internal and external stakeholders on behalf of executives.
• Track follow-up actions, ensuring completion and alignment with organizational objectives.
• Support C-suite communication flow, ensuring executives are briefed, prepared, and connected to key initiatives.

Travel and Expense Coordination

• Plan and coordinate domestic and international travel for all associates, including flights, accommodations, itineraries, and meetings.
• Manage all travel documentation, visa processes, and compliance with company policies.
• Process and reconcile expenses accurately and promptly, maintaining oversight of executive budgets.
• Prepare summaries or reports to support executive decision-making.
• Demonstrate understanding of multiple currencies and international coordination.

Database and Information Management

• Maintain accurate, up-to-date records across internal systems and databases (e.g., CRM, ERP, or collaboration platforms).
• Proactively manage data capturing, version control, and information accuracy across shared platforms.
• Support documentation management, ensuring ease of access and version integrity for all executive files.

Operational Support

• Manage administrative systems and processes that underpin executive efficiency in a remote environment.
• Coordinate vendor relationships, subscriptions, and digital tools supporting executive operations.
• Contribute to continuous improvement of administrative workflows and communication systems.
• Support remote team meetings, all-hands sessions, and leadership coordination activities.

Internal Communications and Coordination

• Draft and distribute internal communications, announcements, and executive correspondence.
• Liaise across departments to coordinate deliverables and track cross-functional priorities.
• Serve as a professional and trusted representative of the executive office in all interactions.

Requirements

• Minimum of 4 years’ experience providing administrative support to senior leadership teams in a remote or distributed environment.
• Proven expertise in complex calendar management, international travel logistics, and expense reconciliation.
• Strong proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and remote collaboration tools such as Zoom, Slack, Teams, or Asana.
• Experience using CRM or ERP systems such as HubSpot.
• Exceptional organizational skills with meticulous attention to detail and follow-through.
• Demonstrated proactive mindset, with the ability to anticipate needs, think critically, and act independently to drive progress.
• Excellent written and verbal communication skills with professionalism and discretion.
• Comfort working autonomously and collaboratively in a remote, global environment

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How to Apply

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