• Supporting Directors in the full spectrum of secretarial work and providing the team support on administrative matters
• Full diary management for the Director
• Scheduling a variety of team meetings, conference calls, video conferences both internally and externally and assisting in preparation and printing materials for meetings
• Arranging international travel (flights, hotels, cars etc.)
• Completing claims for corporate card expenses and out of pocket business expenses, ensuring timely submission and compliance to corporate and travel policies
• Timely creation of purchase orders and ensure good/services receipts are correctly matched on Workday system
• Archiving, filing, scanning and printing documents
• Preparation and set up of refreshments for major meetings
• General ad-hoc office duties that being assigned e.g organizing team building and bonding events, etc
• Coordinating and scheduling appraisals, team alignment sessions ensuring meeting of timelines.
Office Manager
• Responsible for all general office administration work ensuring the smooth running of the office, in accordance with Company established policies, practices and procedures and local government laws and regulations
• Interface effectively with for Administration, Business Continuity Plan, Finance and Secretariat matters
• Supervise and coordinate local administration services e.g., cleaning and courier service.
• In charge of procurement services and liaison with local suppliers – responsible for the purchasing and inventory control of office supplies, equipment, and refreshments
• Assist in matters like onboarding and off boarding employees, interview scheduling & applicant correspondence, staff engagement and maintenance of office policies and procedures, etc.
• Manage contract and price negotiations with office vendors and service providers, negotiating the best terms for the firm.
• Initiate and maintain office filing system for electronic and hardcopy files.
• Upkeep of office premises and equipment.
• Identify and influence efficiencies for internal processes and third-party services
• Proactively and reliably deal with issues quickly once they arise (e.g., dramatic price increases)
Qualifications/ Requirements:
• A good Executive Assistant needs to be resourceful, innovative, and proactive to support their executive leaders. They must think independently to make decisions under pressure, and they need to have good communication skills to share information with their supervisor efficiently and effectively.
• At least 7 years relevant experience in an administrative role reporting directly to upper management
• Experience and knowledge in Microsoft applications including Word, Excel and PowerPoint
• Independent worker with a positive working attitude and is a team player
• Good communication skills to cascade information effectively
• Attention to details and being responsive is crucial for the success of this role
• Ability to multi-task and be effective
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems
