Lead Administration Officer

Role Overview

The Lead Administration Officer is responsible for managing and representing the Chief Operating Officer's office by providing confidential and effective administrative support. This role serves as the primary liaison for the COO's office, supporting strategic initiatives and ensuring smooth execution of departmental objectives.

Primary Duties

• Lead preparation of administration-related reports and analyses while establishing and refining policies and procedures.
• Communicate company guidelines clearly and resolve administrative challenges in collaboration with Finance, Contracts, and Legal departments.
• Support business documentation needs including report drafting, presentation creation, and spreadsheet management.
• Organize and prioritize team workflows, monitor task areas, and report regularly on progress.
• Independently troubleshoot complex administrative issues ensuring compliance with company standards and processes.
• Continuously improve administrative processes and manage information systems for efficient operations.
• Serve as key contact to facilitate communication with internal and external stakeholders.
• Interpret and explain internal policies and procedures responding to inquiries from management and staff.
• Coordinate internal and external communications, schedule management meetings, and provide meeting minutes when required.
• Escalate significant issues to the COO and contribute to problem-solving efforts.
• Collaborate on organizational strategy initiatives, including personnel changes and structural adjustments.
• Assist with annual departmental budget preparation and reporting, working in consultation with Business Finance and updating the COO regularly.
• Manage special projects by gathering input, monitoring progress, and reporting results to the line manager.
• Perform other related duties to promote efficient unit functioning.

Qualifications and Experience

• Bachelor's Degree or equivalent qualification with at least 4 years of relevant experience.
• Proven experience in database administration and project management.
• Strong interpersonal and client relationship skills with a demonstrated ability to work alongside senior management.
• Attention to detail with excellent proofreading capabilities for outgoing communications.
• Advanced skills in Microsoft Word, Excel, and PowerPoint.
• High levels of professionalism, sensitivity, and discretion.
• Excellent planning, initiative, and ability to work independently under pressure within tight deadlines.
• Managerial competence including delegating tasks, guiding team members, fostering collaboration, and developing subordinate skills.