Responsibilities
• Assist the Executive Assistant with daily administrative tasks
• Support coordination and information gathering
• Provide procurement assistance, including sourcing of vendors and budget
• Maintain organized electronic and physical filing systems
• Manage inventory and order office supplies
• Coordinate maintenance and repairs for office equipment and facilities
• Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas and tracking action items
• Coordinate with internal and external stakeholders across various meeting platforms
• Assisting with events planning
• Maintain season parking
• Maintain telephone directory and employee contact list
• Maintain and send birthday messages of identified group of people
• Handle visa applications and prepare invitations letters for visitors
• Prepare and edit documents, reports, and presentations
• Coordinate travel arrangements (flights, hotels, visa, transportation)
• Assist with projects based research
• Source for restaurants, gift ideas
• Arrange lunch / drinks for meetings
• Manage vendor relationships and office vendor/supplier list
• Maintain service contracts (e.g., broadband, mobile line, lease etc)
• Oversee IT infrastructure to ensure optimal performance and security
• Coordinate with external IT service providers and vendors
• Actively support the claim management process of the company
• Responsible for monitoring travel schedules, expense data, school activities, school fees, and school terms etc
Requirements:
• Diploma or Bachelor’s degree in Business Administration or a related field, with at least 3 years of experience in office administration
• Possess proficiency in office software
• Proficient in online meeting platforms such as MS Teams and Zoom
• Ability to maintain confidentiality and handle sensitive information
• Demonstrate excellent organisational, multitasking, and problem-solving abilities, as well as experience in travel and event coordination and vendor relationship management
• Strong communication, interpersonal, leadership, and management skills are essential
• Ability to work independently and handle various administrative and IT tasks
Administrative Support
• Assist the Executive Assistant with daily administrative tasks
• Maintain organized electronic and physical filing systems
• Maintain season parking
• Maintain telephone directory and employee contact list
• Maintain and send birthday messages of identified group of people
• Prepare and edit documents, reports, and presentations
• Track and maintain expense data
• Track and monitor school activities, school fees, and school terms
Coordination and Logistics
• Support coordination and information gathering
• Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas, and tracking action items
• Coordinate with internal and external stakeholders across various meeting platforms
• Assisting with events planning
• Coordinate travel arrangements (flights, hotels, visa, transportation, travel partners)
• Arrange lunch/drinks for meetings
• Understand and support the needs of owners’ children, including managing their schedules, classes, schools, and relevant documents required by the schools
• Assist with planning and coordinating the children’s activities and events
Procurement and Inventory Management
• Provide procurement assistance, including sourcing of vendors and budget
• Manage inventory and order supplies
• Manage vendor relationships and maintain vendor/supplier list
• Maintain service contracts (e.g., broadband, mobile line, lease, etc.)
Facilities and IT Management
• Coordinate maintenance and repairs for office equipment and facilities
• Oversee IT infrastructure to ensure optimal performance and security
• Coordinate with external IT service providers and vendors
Travel and Expense Management
• Handle visa applications and prepare invitation letters for visitors
• Actively support the claim management process of the company
• Responsible for tracking travel schedules and keeping an up-to-date record of travel days
Research and Special Projects
• Assist with projects based research
• Source for restaurants, gift ideas
Requirements:
• Diploma or Bachelor’s degree in Business Administration or a related field
• Minimum of 3 years of office administration experience
• Proficient in office software and online meeting platforms (e.g., MS Teams, Zoom)
• Capable of maintaining confidentiality and handling sensitive information
• Strong organizational, multitasking, and problem-solving skills
• Experience in travel and event coordination, as well as vendor relationship management
• Excellent communication, interpersonal, leadership, and management skills
• Ability to work independently on various administrative and IT tasks
