Executive Support & Office Coordinator – Onsite - PTA

SUMMARY:
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POSITION INFO:
ENVIRONMENT: A leader in biomedical engineering and medical-device innovation is seeking a highly organised, detail-oriented and proactive Executive Support and Office Coordinator to join their team. The successful candidate must hold a diploma or degree in Business Administration, Office Management, Human Resources or a related field. DUTIES:   REQUIREMENTS: Executive Support & Office Coordination •       Manage the Managing Director’s calendar, meetings, appointments, and travel with precision. •       Coordinate internal and external communication, acting as a professional first point of contact. •       Prepare meeting agendas, minutes, briefing notes, and follow‑up action lists. •       Maintain confidentiality when handling sensitive commercial, personnel, and strategic information. •       Organise domestic and international travel, including itineraries, visas, accommodation, and logistics. •       Track commitments, deadlines, and delegated actions to ensure follow‑through. Administrative & Operational Support •       Prepare reports, presentations, correspondence, and documentation as required. •       Assist with HR coordination tasks (leave tracking, onboarding logistics, policy distribution). •       Support Finance and Operations with administrative tasks such as reconciliations, documentation, and compliance submissions. •       Maintain structured filing systems (digital and physical) for easy retrieval and audit readiness. •       Coordinate meetings, workshops, and internal events. Digital Workflow Usage & Light Automation (This is the “digital skill potential” section — realistic and deliverable.) •       Use the automated workflows, digital assistants, and structured systems developed by the Special Projects & Automation Manager. •       Provide feedback on workflow usability, bottlenecks, and opportunities for refinement. •       Use AI‑enabled tools for: o    drafting correspondence o    summarising meeting notes o    preparing briefing packs o    generating structured action registers •       Maintain SharePoint lists, digital registers, and structured data repositories. •       Assist in testing new workflows and reporting issues or improvement ideas. •       Ensure consistent adoption of approved digital processes across the executive office. HR Coordination (Non‑Specialist) •       Support HR with onboarding logistics (documentation, scheduling, access setup). •       Assist with leave approvals, employee communication, and policy distribution. •       Maintain accurate HR records and ensure compliance with approved workflows. •       Coordinate training schedules, performance review documentation, and employee communication. Relationship Management & Communication •       Liaise professionally with employees, management, external partners, and service providers. •       Maintain positive working relationships across departments. •       Represent the Managing Director’s office with maturity, discretion, and professionalism.   REQUIREMENTS: Qualifications •       Diploma or degree in Business Administration, Office Management, HR, or related field. •       Strong digital literacy and comfort with modern tools (Microsoft 365, SharePoint, Teams). •       Exposure to AI‑assisted tools or willingness to learn. Experience •       3–7 years in an Executive Assistant, Personal Assistant, or senior administrative role. •       Experience supporting senior executives in a fast‑paced environment. •       Experience with HR coordination or administrative support is advantageous.   ATTRIBUTES: •       Highly organised, detail‑oriented, and proactive. •       Strong written and verbal communication skills. •       High discretion and confidentiality. •       Comfortable with technology and eager to learn new digital tools. •       Calm under pressure and able to manage multiple priorities. •       Service‑oriented, reliable, and professional.