Job Description

The Executive Administrative Officer is a senior, cross-functional role responsible for overseeing key operational, financial, HR, marketing, IT, and compliance activities across the organization. This role ensures smooth day-to-day operations, maintains robust governance and financial practices, and supports strategic business growth. The individual will act as a trusted partner to leadership, coordinating with internal teams and external partners, while safeguarding organizational assets and ensuring compliance with all regulatory and corporate standards.

• Key Responsibilities
  
  Accounting & Financial Administration
• Maintain accurate day-to-day financial records, including accounts payable and receivable, petty cash, and bank reconciliations
• Prepare timely financial reports for management and Board
• Assist with budgeting, cash flow monitoring, and financial forecasting to support growth and operational decisions
• Ensure compliance with local tax, regulatory, and reporting requirements
• Support audits and liaise with external accountants as needed
  
  Human Resources & Staff Administration
• Maintain employee records, contracts, and compliance documentation
• Coordinate recruitment, onboarding, and orientation for new hires
• Administer payroll, benefits, leave, and performance review processes
• Act as a point of contact for staff queries and employee relations matters
  
  

 Board & Management Reporting

• Prepare and distribute board packs, executive summaries, and management reports
• Maintain accurate minutes of meetings and track follow-up actions

Marketing & Business Development Support

• Assist in developing and executing marketing campaigns to drive brand awareness and sales regionally
• Coordinate creation of promotional materials, including product datasheets, social media content, and presentations
• Support trade shows, product launches, and distributor events
• Liaise with vendors, designers, and media partners for marketing initiatives

IT & Systems Maintenance

• Manage office IT systems, including software, hardware, and user access
• Ensure data integrity, cybersecurity, and backup processes are in place
• Provide support for troubleshooting and coordinate with external IT vendors for issues
• Maintain inventory of IT assets and licenses

General Office & Operations Administration

• Oversee daily office operations and workflow to ensure efficiency
• Manage office supplies, equipment, and vendor relationships
• Schedule meetings, travel, and appointments for leadership
• Implement and maintain organizational policies and procedures

Professional Qualifications Required

• Minimum of 5 years’ experience in senior administrative or executive support roles, ideally in manufacturing or distribution
• Bilingual fluency (oral and written) in Spanish and English is mandatory.
• ACCA Level 2 certification or equivalent experience with accounting software (minimum 5 years). Or Hands-on knowledge of accounting and financial management, including budgeting and reporting.
• Experience managing HR functions such as payroll, recruitment, and compliance.
• Skilled in preparing board reports and overseeing governance or compliance documentation.
• Exposure to marketing development, campaign coordination, and brand promotion.
• Competent in IT/software oversight and general business systems management.