Executive Administrator:

 Location: Tamarin, Mauritius

Department: Executive Office (Administration)

Reports to: Managing Director

Employment Type: Permanent full-time position

Job Summary:

Reporting to the Managing Director, the Executive Administrator (EA) will serve as a key support partner in the execution, coordination and management of the companies’ strategic objectives within a dynamic, fast-paced global aviation environment.

This multifaceted role combines dedicated personal assistant (PA) support for the Managing Director with broader responsibilities in high-level executive assistance, project coordination, strategic initiative tracking, and management reporting responsibilities.

The Executive Administrator will act as a key point of contact for internal and external stakeholders, streamline executive operations, support the execution of strategic objectives, and enhance decision-making through accurate and insightful reporting.

The role requires exceptional organisational, leadership, and multitasking skills to oversee administrative functions, manage projects, maintain compliance standards and requirements, and support the company’s mission to achieve sustainable growth and efficiency.

Key responsibilities:

Executive Support:

• Manage complex calendars, meetings, travel arrangements, and correspondence for executive leadership.
• Prepare briefing materials, agendas, ExCo meeting minutes, and meeting action logs, presentations, and reports for executive leadership using Microsoft Office 365 (Word, Excel, PowerPoint) and tools like SharePoint and Dropbox.
• Serve as the primary point of contact between the MD and internal/external stakeholders on objective execution.

Project Management and Strategic Objective Tracking:

• Oversee and manage internal projects from initiation to completion, utilizing tools like MS Projects to create work breakdown structures, Gantt charts, timelines, task lists, and risk logs.
• Maintain a high-level overview of ongoing strategic objectives and ensure alignment across entities.
• Liaise with cross-functional teams to monitor project timelines, deliverables, and resource allocation.
• Track and flag interdependencies or risks that may impact the executive agenda or company objectives.
• Develop and maintain project documentation, including timelines, task lists, and risk logs.
• Prepare project status updates and dashboards for executive review.

Executive Reporting:

• Collect, analyse, and interpret data from various departments to prepare high-quality reports, proposals, presentations, KPIs, dashboards, and financial summaries for executive leadership and ExCo.
• Create regular executive reports, including KPIs, dashboards, and financial summaries.
• Support quarterly and annual business reviews by providing data insights and presentation materials.
• Continuously improve reporting systems and automate reporting processes where possible.
• Take detailed minutes during ExCo and senior leadership meetings, ensuring actions are documented and followed through, as assigned by the MD.

Governance & Compliance Support

• Ensure executive reporting documentation and processes comply with company policies, industry regulations, and data protection requirements.
• Track and follow up on objective regulatory or compliance-related action items from ExCo and Project meetings.

Communication & Stakeholder Management

• Facilitate clear and professional communication for executive leadership.
• Drafting and editing executive communications, presentations, internal announcements, and briefing notes as directed by the MD.
• Coordinate communications between executive leadership, ExCo, and stakeholders to support strategic objectives.
• Organize and coordinate internal and external meetings for executive leadership, including agendas, minutes, and follow-up actions.

Process Improvement & Operational Support

• Identify and implement efficiency improvements within the executive office.
• Establish and maintain administrative systems and processes to optimise workflow and information sharing.

Budget & Resource Management Support

• Support strategic objective execution budget related tracking, expense management and reporting.
• Coordinate with Finance on executive budget planning, reconciliations, and approvals.
• Support HR processes, including recruitment coordination, payroll administration, and employee performance evaluations, as assigned by the MD.

Education & Experience:

• A tertiary qualification or certification in Business Administration, Project Management, or a related field.
• Additional certifications or online courses in legal secretarial, business administration, HR, financial management, or project management are a plus
• Minimum of 5 years of experience as an Executive Assistant, Project Coordinator, or similar role, with at least 10-15 years preferred in administrative, operational, or executive support roles.
• Experience in supporting C-suite executives and handling cross-functional projects.
• Demonstrated expertise in project management, financial administration, data analysis, and HR processes.
• Familiarity with reporting tools and data analysis.
• Familiarity with reporting tools, data analysis, and managing executive-level calendars, travel logistics, and ExCo-level reporting

Skills & Competencies:

• Exceptional organizational and time-management skills, with a proven ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills in English (Afrikaans a plus), with attention to detail in drafting, editing, and proofreading.
• High level of decisiveness, problem-solving, persistence, discretion, integrity, and professionalism.
• Ability to lead, mentor teams, and foster a culture of mutual respect, trust, and collaboration.
• Advanced proficiency in Microsoft Office 365 (Word, Excel, PowerPoint), MS Projects, Dropbox, etc. and project management tools.
• Familiarity with creating and managing documentation and configuration systems.
• Strong analytical skills and comfort working with data, metrics, and reporting tools for performance tracking.
• Ability to manage multiple priorities in a fast-paced environment.
• Adaptability to work in a dynamic, global aviation environment with a proactive and solution-oriented mindset.
• High level of work ethic, discretion, professional integrity, and commitment to compliance.

Interested candidates should please send their CV and supporting documents to hr@agaviationafrica.com