Chief Administrative Officer

Role Purpose

The Head of Corporate Administration and Secretariat Services is a key leadership role responsible for orchestrating the company’s administrative, secretarial, and human resources support functions to enable efficient and cohesive operations across the organisation. This executive serves as the central pillar for internal governance, ensuring that policies, processes, and people systems are aligned with the company’s strategic vision.

You will act as the bridge between the executive leadership team and the wider workforce, translating corporate strategy into actionable administrative frameworks, driving workforce planning, and fostering a culture of service excellence. Your mandate encompasses everything from policy design and compliance to stakeholder engagement, facility management, and corporate communications—ultimately safeguarding the company’s reputation and operational agility.

Key Responsibilities

1. Strategic Planning & Policy Architecture

• Partner with the executive leadership team to shape and refine the company’s overall business strategy, and translate that strategy into comprehensive administrative and secretarial management blueprints.
• Develop short‑, medium‑, and long‑term roadmaps for administrative services, ensuring they evolve in lockstep with business growth and changing regulatory landscapes.
• Continuously review and enhance internal policies to maintain a robust, agile governance framework that supports cross‑departmental collaboration.

2. Human Resources & Talent Development

• Align administrative and secretarial workforce planning with the company’s broader human capital strategy, including forecasting talent needs, designing career progression paths, and implementing succession planning.
• Oversee the full spectrum of HR activities within the administrative domain—recruitment, onboarding, performance management, compensation and benefits, training, and employee engagement—ensuring they are equitable, transparent, and legally compliant.
• Champion a positive workplace culture by embedding the company’s values into daily operations and promoting continuous learning and professional development.

3. Regulatory Compliance & Internal Governance

• Establish, maintain, and rigorously enforce administrative and secretarial policies, procedures, and internal controls, ensuring they are clearly communicated and consistently applied across all departments.
• Act as the custodian of the company’s rulebook, periodically reviewing and updating regulations to reflect changes in legislation, industry best practices, and internal feedback.
• Monitor compliance with internal policies and external statutory requirements, conducting regular audits and recommending corrective actions as needed.

4. Executive Communications & Documentation

• Lead the preparation and drafting of high‑level corporate communications, including strategic business plans, weekly operational summaries, monthly progress reports, quarterly and annual performance reviews, as well as official memos, circulars, and board resolutions.
• Review and finalise all executive‑level documents before they are submitted for approval, ensuring accuracy, consistency, and alignment with corporate messaging and tone.
• Manage the flow of information between the CEO’s office, department heads, and external stakeholders to ensure timely and informed decision‑making.

5. Asset & Budget Management

• Formulate and implement robust policies for the procurement, maintenance, and disposal of fixed assets, office consumables, and IT equipment, ensuring cost‑effectiveness and adherence to budgetary constraints.
• Prepare and manage the annual administrative budget, including forecasting, tracking expenditures, and delivering regular variance analyses to senior management.
• Optimise resource allocation to achieve maximum operational efficiency without compromising quality or employee satisfaction.

6. Interdepartmental Coordination & Conflict Resolution

• Serve as the primary liaison among various business units, facilitating communication, mediating conflicts, and fostering a spirit of mutual cooperation.
• Consolidate and harmonise departmental policies and procedures, eliminating redundancies and ensuring a unified approach to administrative and secretarial matters.
• Lead cross‑functional projects and initiatives that require seamless coordination between administration, finance, IT, facilities, and other support functions.

7. Corporate Image & Stakeholder Relations

• Plan and oversee high‑profile visits by VIP guests, government officials, and business partners, managing all logistics, hospitality, and protocol arrangements.
• Act as the face of the company’s internal and external communication efforts, promoting corporate culture, values, and brand identity through well‑orchestrated events, publications, and outreach activities.
• Build and nurture relationships with external service providers, regulatory bodies, and community organisations to enhance the company’s standing and social responsibility profile.

8. Fleet & Facilities Oversight

• Direct the company’s vehicle fleet management, including scheduling, maintenance, fuel consumption, and driver supervision, while ensuring safety and cost efficiency.
• Oversee the overall condition and security of office premises, liaising with facilities teams to ensure a safe, pleasant, and productive working environment.

Qualifications

Education

• Bachelor’s degree or above in Human Resources Management, Business Administration, Public Administration, or a related discipline. An advanced degree (MBA or Master’s in HR) is a strong plus.

Professional Experience

• Minimum 5 years of progressive experience in corporate administration or human resources management within a large‑scale group or multinational corporation, with at least 2 years in a senior leadership capacity.
• Proven track record of designing and implementing administrative policies and HR frameworks that support organisational growth and employee satisfaction.

Core Competencies

• Leadership & Organisational Ability – demonstrable experience in leading diverse teams, managing complex projects, and driving change across multiple departments.
• Execution & Performance Orientation – a hands‑on, results‑driven approach with the ability to translate strategic plans into tangible outcomes within tight deadlines.
• Collaboration & Influencing Skills – exceptional interpersonal and negotiation skills to build consensus among stakeholders at all levels, both internally and externally.
• Crisis & Issue Management – calm and decisive under pressure, with strong problem‑solving capabilities and a proactive mindset.
• Communication Excellence – outstanding written and verbal communication skills, with the ability to craft clear, persuasive documents and deliver presentations to executive audiences.

Additional Requirements

• Proficient in standard office software (MS Office, HRIS, ERP systems).
• Fluent in English (both written and spoken) – additional languages are advantageous.
• Candidates typically under 40 years of age are preferred, though we welcome exceptional applicants who bring relevant maturity and experience.

Personal Attributes & Mindset

• Strategic Thinker – you see the big picture and anticipate future administrative needs, always aligning your work with corporate ambitions.
• Detail‑Oriented – you possess a keen eye for accuracy and quality in documentation, budgeting, and policy enforcement.
• Service‑Minded – you derive satisfaction from enabling others to perform at their best through seamless support systems.
• Integrity & Confidentiality – you handle sensitive information with the utmost discretion and ethical responsibility.
• Adaptable & Resilient – you thrive in a dynamic environment, embracing new challenges and evolving priorities.

Why Join Us?

• Impact – play a pivotal role in shaping the operational backbone of a fast‑growing global enterprise.
• Autonomy – enjoy the freedom to design and implement administrative strategies that directly influence organisational efficiency and culture.
• Growth – benefit from clear career progression pathways, with opportunities to transition into broader operational or executive roles.
• Culture – work within a collaborative, inclusive, and forward‑thinking environment that values your contributions.

Future Development Pathways

• Chief Operating Officer (COO)
• Vice President of Corporate Services
• Head of Human Resources & Administration