A) Required Skills and Qualifications
- Minimum 5 years of experience in office administration and/or executive assistant roles.
- Bachelor's degree in any field.
- Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Advanced proficiency in Microsoft Office Suite.
- Strong commitment to professionalism, teamwork, and integrity.
- Demonstrated discretion and ability to handle sensitive and confidential information.
B) Preferred Skills and Qualifications
- Familiarity with project management tools is desirable.
- Possesses leadership qualities and strong interpersonal, technical, and adaptability skills.
- Excellent communication, organizational, and problem-solving abilities.
C) Key Responsibilities
- Office Operations: Oversee office supplies inventory, equipment maintenance, and vendor relationships.
- Administrative Support: Manage group emails, coordinate appointments, and maintain calendars for staff.
- Legal Entity Compliance: Ensure statutory compliance, maintain accurate records, support visiting auditors, and assist consultants with office changes and legal entity matters.
- Documentation: Create, maintain, and update both digital and physical records, reports, and databases across internal projects and operations.
- Coordination: Organize meetings, conferences, and travel arrangements for staff and visitors.
- Financial & HR Support: Assist with invoicing, expense report processing, and onboarding new employees.
- Facility Safety: Uphold compliance with safety policies, including regular fire drills and emergency preparedness.
- Leave & Attendance Management: Manage attendance and leave records through appropriate portals and oversee portal administration.
- Facilities Management: Maintain the general appearance and upkeep of office space and supplies.
- Visitor Management: Enforce visitor protocols and maintain accurate visitor records.
- Overseas visitors: manage visa invitation letters for visiting overseas employees and support in travel and stay arrangements.
- Employee Engagement: Organize festivals, events, birthdays, and offsites to foster positive employee relationships.
- Vendor Relations: Develop and maintain relationships with vendors such as hotels, rental vehicles, printers, telecom service providers and suppliers.
D) Key Tasks
- Manage the schedules of key personnel, coordinating appointments and meetings efficiently.
- Provide comprehensive administrative support, including data entry, filing, and document preparation.
- Ensure the office is well-stocked with supplies and all equipment is operating optimally.
- Monitor and manage office budgets and expenses, ensuring alignment with organizational priorities.
- Lead and support special projects and initiatives, such as office relocations or organizational restructurings.
- Provide critical support and guidance on a wide range of administrative and operational issues to senior leadership.
