International Firm is seeking a proactive and detail-oriented Administration Supervisor to oversee office operations, corporate insurance coordination, executive support, and event planning. This role is ideal for an experienced Executive Assistant, Office Manager, or Administrative Lead who thrives in a fast-paced environment and has strong supervisory capabilities. Hybrid role (3 days a week in the office).
Key Responsibilities
Office & Facility Management
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Oversee general office operations including reception, mailroom, lounge, kitchen, and conference areas.
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Coordinate with property managers and vendors to maintain a safe, functional, and well-equipped office environment (e.g., telecom, copiers, security).
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Manage office supplies and procurement processes, ensuring cost-effectiveness and quality.
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Monitor daily tasks of administrative staff and resolve issues in coordination with the department manager.
Team Supervision
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Lead and mentor administrative support staff; assign tasks, manage schedules, and monitor performance.
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Conduct performance evaluations, provide feedback, and support training and development.
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Handle hiring, onboarding, and staff-related administrative matters.
Executive Support & Travel Coordination
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Manage complex scheduling, calendar management, and travel arrangements for senior executives.
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Coordinate international and domestic travel logistics, including transportation, accommodation, and visa documentation.
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Assist with expense reporting and reimbursement processes for executives and visitors.
Event Planning & Coordination
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Plan and execute company events (e.g., internal gatherings, executive offsites, seasonal events).
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Source and negotiate with vendors for venues, catering, décor, and other event needs.
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Manage event logistics, contracts, and budget while ensuring a high-quality attendee experience.
Corporate Insurance Administration
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Coordinate with insurance brokers on annual policy renewals, rate negotiations, and claims processing.
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Prepare audit-related documentation and support internal insurance reviews.
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Maintain up-to-date knowledge of policy coverage, deadlines, and insurance compliance matters.
Document & Registry Management
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Maintain filing systems for internal documents, contracts, and agreements in both physical and digital formats.
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Manage secure document storage and coordinate scheduled destruction of outdated records.
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Oversee incoming and outgoing mail processes and maintain internal mailing lists.
Corporate Memberships & Programs
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Track and manage corporate memberships, sponsorships, and charitable donations.
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Evaluate ROI and strategic alignment of each membership; oversee dues payments and renewals.
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Negotiate and manage employee discount programs (e.g., car rentals, hotels).
Office Safety & Security
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Act as the building fire warden and ensure proper emergency protocols.
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Maintain safety supplies such as first-aid kits and monitor key/access control procedures.
Qualifications
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Experience: 5–8 years in administrative or office management roles, including supervisory experience.
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Skills:
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Strong scheduling, travel coordination, and event planning abilities.
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Knowledge of corporate insurance processes preferred.
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Proficient in Microsoft Office (Excel, Word, Outlook).
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Highly organized with excellent attention to detail.
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Professional, flexible, and personable communication style.
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Additional Requirements
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Bachelor’s degree or equivalent experience.
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Must be able to work occasional overtime and travel as needed.
