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.