We are seeking a highly organized and proactive Office Administrator & Executive Assistant to support our APAC Regional Managing Director and ensure the smooth running of office operations.
The ideal candidate will be responsible for a wide range of administrative tasks including infrastructure management, travel and logistics coordination, calendar management, bookkeeping, and providing executive assistance to the Managing Director. This role requires a high level of professionalism, discretion, and the ability to multitask in a fast-paced environment.
Responsibilities
M anage all aspects of office administration including procurement of office supplies, managing vendor relationships, and overseeing office infrastructure.
Ensure that the office environment is maintained to a high standard, coordinating with housekeeping and maintenance staff as needed.
Handle third-party vendor (TPV) management, ensuring that contracts and service agreements are up-to-date and services are delivered as per agreements.
Oversee the maintenance and functionality of office infrastructure, including IT equipment, office furniture, and facilities.
S upervise housekeeping staff to ensure cleanliness and organization of the office.
Manage office staff scheduling, ensuring that all roles are covered and tasks are completed efficiently.
S upport day-to-day operations by coordinating with various departments and ensuring that office processes run smoothly.
Assist in the development and implementation of operational policies and procedures.
A ssist in basic bookkeeping tasks, including managing invoices, payments, and reimbursements.
Coordinate with the finance department to ensure accurate and timely processing of financial transactions.
Provide high-level administrative support to the MD, including drafting correspondence, preparing reports, and conducting research.
Manage the Managing Director s calendar, scheduling meetings, appointments, and coordinating with internal and external stakeholders.
Prioritize and manage multiple requests and ensure that the MDs time is used effectively.
Handle confidential information with discretion and maintain the MD s files and records.
A rrange travel itineraries, accommodations, and transportation for the Managing Director and other senior stakeholders.
Manage logistics for meetings, conferences, and events, including booking venues and coordinating catering services. Qualifications
Bachelor s degree in Business Administration, Management, or a related field.
Proven experience in office administration, executive assistance, or a similar role.
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and other relevant software.
Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
Excellent written and verbal communication skills.
Ability to work independently and as part of a team, with a proactive and flexible approach.
Experience in managing travel arrangements, bookkeeping, and vendor relationships is a plus. Key Competencies
Attention to Detail: Meticulous in managing details and ensuring accuracy.
Discretion and Confidentiality: Ability to handle sensitive information with care.
Time Management: Efficient in managing time and deadlines.
Problem-Solving: Capable of resolving issues swiftly and effectively.
Communication: Strong interpersonal and communication skills, both written and verbal.
