Administrative Executive

• Administrative Coordination: Manage and maintain the calendar, schedule meetings (internal and external), and handle appointment logistics for the [Reporting Manager/Team]
• Correspondence: Professionally manage incoming and outgoing communications, including phone calls, emails, and physical mail/packages
• Documentation: Prepare, proofread, and format reports, presentations (e.g., PowerPoint), official letters, and other business documents with a high degree of accuracy and professional polish
• Filing & Archiving: Maintain an efficient, organized, and confidential filing system (both physical and digital) for all departmental and company records, ensuring easy retrieval and compliance
• Travel Management: Coordinate and book all domestic and international travel logistics, including flights, accommodation, visas, and detailed itineraries
• Expense & Budget: Manage and reconcile the petty cash, process expense claims (e.g., through a system like SAP/Concur/Workday), and assist the team in tracking departmental budgets
• Meeting Logistics: Coordinate all aspects of meetings, workshops, and team events, including booking venues, arranging F&B, and ensuring necessary equipment is available
• Vendor Relations: Assist with vendor management, including processing invoices, purchase requisitions, and managing payment follow-ups
• Supplies & Inventory: Monitor, order, and manage office and pantry supplies efficiently, ensuring optimal stock levels
• Facilities Liaison: Serve as the primary contact for office facility matters, liaising with building management, IT support, and external vendors for maintenance and repairs
• Onboarding Support: Assist the HR team with administrative tasks related to new employee onboarding (e.g., desk setup, system access, supply allocation)
• Ad-Hoc Projects: Take on specific ad-hoc projects or tasks as required by the management team to support the overall business operations

Minimum Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field.