Senior Administrator / Executive Support

MSA Outsourcing Solutions; Johannesburg; On-site; ZAR 30 000 - 60 000; Full time

Job summary

An established industry player is looking for a highly skilled Senior Administrator to join their dynamic team. In this pivotal role, you will provide essential support to the Directors, ensuring seamless operations and compliance across various administrative functions. Your exceptional organizational skills and proactive problem-solving abilities will be key in managing confidential information, overseeing staff onboarding, and maintaining accurate records. This is a fantastic opportunity to thrive in a fast-paced environment where your contributions will significantly impact the organization's success.

Qualifications

• Proven experience in Executive Support or Senior Administrative roles.
• Strong background in operational administration and compliance tracking.

Responsibilities

• Provide high-level administrative support to senior executives.
• Oversee staff onboarding and maintain compliant records.
• Implement and manage a CRM or digital task tracking system.

Skills

Executive Support

Organizational Skills

Communication Skills

Problem-Solving

Operational Admin

MS Office Suite

CRM Systems

Document Control

Tools

MS Office Suite

CRM Platforms

Project Management Tools

Job description

MSA Outsourcing Solutions is seeking a highly skilled and experienced Senior Administrator / Executive Support professional to join our UK based team. In this critical role, you will provide comprehensive support to the Directors across staff-related admin, operational coordination, systems, and compliance. The ideal candidate will possess exceptional organizational skills, strong communication abilities, and a proactive approach to problem-solving.

Responsibilities

• Provide high-level administrative support to senior executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Ensure all staff documents and files are correctly named, saved, and centrally stored – we are a regulated provider and require fully compliant staff records.
• Oversee staff onboarding: chase references, collect ID and right-to-work checks, manage DBS progress, and ensure nothing is missed.
• Post job adverts, monitor recruitment budgets, filter CVs, and coordinate interviews with managers as needed.
• Maintain a live, organized record of all company contracts and subscriptions (e.g. phones, IT support, copier leases, warranties).
• Manage confidential information with discretion and integrity.
• Implement and manage a CRM or digital task tracking system to oversee key areas such as fleet, facilities, and contract management – ensuring everything is timely, transparent, and traceable.
• Manage company vehicle admin – track MOTs, insurance, servicing, repairs, and ensure all vehicles are roadworthy and fully documented.
• Coordinate routine property and facilities maintenance across all homes.
• Maintain accurate maintenance logs and follow up on open tasks to ensure timely completion.
• Provide regular updates to the Directors on task progress, risks, and system improvements.
• Deliver all admin duties with independence, consistency, and professionalism.
  
  

Requirements

• Excellent proficiency in providing Executive Support or fulfilling Senior Administrative responsibilities."
• Strong background in operational admin – contracts, logistics, compliance tracking.
• Advanced proficiency in MS Office Suite (Word, Excel, Outlook).
• Familiar with compliance checklists and document control processes.
• Experienced with cloud-based storage and organized digital filing systems.
• Confident using or implementing CRM or task management platforms (Required).
• Familiarity with job boards and recruitment platforms (preferred).
• Strong written and verbal communication skills with strong email handling skills.
• Background in a regulated environment (care, education, healthcare) would be an advantage.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• High level of professionalism and confidentiality.
• Proficiency in project management tools is a plus.
• Strong problem-solving skills and a proactive approach to addressing challenges.