Insignia Group of Companies
Head of Administration
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Position Summary
We are seeking an outstanding Head of Administration to lead and coordinate all corporate administrative functions across the Group.
The Head of Administration is responsible for ensuring that all administrative operations of the Group function efficiently and to the highest professional standards. The successful candidate will oversee corporate travel, transportation, telecommunications, executive meetings, and administrative support across multiple international offices.
This role requires an energetic, highly organised, detail-oriented professional capable of working in a fast-paced international environment while supporting senior executives and Board members.
Key Responsibilities
Executive Travel & Accommodation
- Organise all international business travel for Directors, Executives and employees.
- Manage flight bookings, visas, hotels, executive residences and special travel requirements.
- Negotiate preferred corporate rates with airlines, hotels and travel partners.
- Ensure cost efficiency while maintaining premium service standards.
- Handle urgent travel changes and emergency arrangements.
Transport Management
- Coordinate executive transfers worldwide.
- Manage company vehicles across all Group offices.
- Oversee leasing, rentals, maintenance and insurance of corporate vehicles.
- Coordinate chauffeur services and VIP transportation.
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Telecommunications
- Manage all corporate mobile phone and landline services across the Group.
- Negotiate agreements with telecommunications department in the Group.
- Monitor telecommunications costs and optimise service quality.
- Ensure uninterrupted communication services for all clients and offices.
Board & Committee Administration
- Organise and supervise Board of Directors, Executive Committee and Budget Committee meetings.
- Coordinate agendas, meeting materials and logistics.
- Coordinate meetings across multiple international offices and time zones.
Office Administration
- Develop and improve administrative policies and procedures.
- Manage office suppliers and service providers.
- Lead and develop the administration team.
Budget & Cost Control
- Prepare and manage the administration budget.
- Monitor departmental expenditure.
- Negotiate contracts with external suppliers.
- Identify opportunities for operational improvements and cost efficiencies.
Reporting
- Prepare monthly reports for Executive Office
- Monitor administrative KPIs.
- Recommend operational improvements.
- Participate in strategic corporate projects.
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Essential Requirements
- Minimum 5 years of management experience in administration within a government institution, multinational corporation, international financial institution, or a large private company.
- Excellent written and spoken English.
- Strong organisational and project management skills.
- Excellent communication and negotiation abilities.
- Ability to manage multiple priorities in a fast-paced international environment.
- High level of professionalism, integrity and confidentiality.
- Strong leadership skills with a hands-on approach.
Preferred Qualifications
- University degree in Business Administration, Management, Public Administration or a related field.
- Experience supporting Boards of Directors and Executive Committees.
- Experience managing international travel programmes and corporate administration across multiple jurisdictions.
Personal Qualities
- Young, ambitious and career-oriented.
- Hard-working and highly disciplined.
- Proactive and solution-oriented.
- Results-driven with exceptional attention to detail.
- Flexible, adaptable and able to work under pressure.
- Professional, discreet and service-oriented.
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