The Executive Assistant cum Office Admin plays a crucial role in providing comprehensive administrative support to the Business CEO and other Executives and overseeing office operations to ensure smooth functioning.
Executive Support
- Provide comprehensive administrative support to the Business CEO and other Executives, including managing calendars, scheduling meetings, and handling correspondence.
- Coordinate meeting logistics, such as room reservations, audiovisual equipment setup, and distribution of materials.
- Prepare detailed meeting agendas, ensuring all relevant topics and materials are included for thorough discussion and decision-making.
- Record accurate and detailed meeting minutes, capturing key decisions, action items, and follow-up tasks to facilitate accountability and progress tracking.
- Handle sensitive and confidential information with discretion, maintaining secure electronic and physical files to safeguard privacy and confidentiality.
Office Administration
- Oversee day-to-day office operations, including procurement of supplies, equipment maintenance, and facility management.
- Maintain relationships with vendors and service providers, obtaining competitive quotes and negotiating contracts as needed.
- Monitor the administrative budget, tracking expenses, analyzing variances, and providing recommendations for cost-saving measures.
- Coordinate office events, including employee engagement initiatives, corporate social responsibility (CSR) projects, and corporate branding activities at the country level, as well as client meetings and company celebrations.
- Support onboarding and offboarding of employees on office administrative matters such as issuing and collecting keys, coordinating laptop purchases and availability, and overseeing the activation and deactivation of door access systems.
- Provide basic IT support and troubleshooting for office equipment and software applications, escalating complex issues to the IT department as necessary.
- Coordinate with telecommunication companies to oversee telephone line installation and cellular phone subscription, ensuring accurate completion of applications and timely activation of services.
- Monitor usage of company-issued cellular phones, ensuring that problems are promptly reported to the telecommunication company and that cost consumption for official calls remains within budget.
Travel Management
- Coordinate with travel agents to search, book, and confirm flights for the Business CEO, Executives, and other staff, ensuring optimal travel arrangements and adherence to company policies.
- Facilitate visa applications for employees traveling internationally, including gathering necessary documentation and completing application forms.
- Communicate travel itineraries, visa statuses, and relevant travel information to employees.
- Collaborate with travel agents and vendors to negotiate favorable rates and terms for travel-related services.
- Collaborate with Executive Assistants (EAs) and Admin in other countries to arrange flights and hotel bookings for employees as needed.
- Receive guests and support arrangement of accommodation and travel arrangements, when necessary
- Act as a fire warden, coordinating emergency drills and ensuring adherence to office safety protocols.
- Respond to all incoming calls, directing inquiries to the appropriate contacts and providing timely responses.
- Receive and process incoming and outgoing couriers, logging deliveries, distributing packages, and ensuring accurate record-keeping.
