Administrative Officer
We are seeking a proactive and detail-oriented Administrative Officer to join our team. The Administrative Officer will play a crucial role in supporting various administrative functions within the organization, ensuring smooth operations and a positive work environment. The ideal candidate should be organized, efficient, and capable of handling multiple tasks simultaneously.
Key Responsibilities:
1. Major Event Planning:
- Oversee the planning and execution of major organizational events, including conferences, workshops, and corporate gatherings.
- Coordinate with vendors, manage event logistics, and ensure events meet organizational standards and goals.
- Develop and manage event budgets, timelines, and logistical details to ensure successful outcomes.
2. Travel Coordination:
- Manage travel arrangements for employees and guests, including booking flights, hotels, and transportation.
- Ensure travel schedules and accommodations align with organizational policies and budgetary guidelines.
- Coordinate visa applications and travel insurance as necessary.
3. General Administrative Support:
- Provide administrative support to ensure efficient operation of the office.
- Handle inquiries and incoming phone calls; prioritize, and resolve issues promptly.
- Maintain confidential records and files.
4. Office Supplies Management:
- Monitor and replenish office supplies inventory; research and negotiate with vendors to obtain competitive prices.
- Place orders for office equipment and supplies as needed.
- Maintain records of purchases and manage office supply effectively.
5. Logistics and Facilities Coordination:
- Arrange for shipping and receiving of parcels and mail, both domestic and international.
- Coordinate with couriers and shipping companies to ensure timely delivery of packages.
- Assist in managing office facilities and maintenance requests.
6. Communication and Coordination:
- Serve as the point of contact between executives, employees, and external partners.
- Coordinate meetings, conferences, and appointments; prepare meeting rooms and necessary materials.
- Assist in preparing reports, presentations, and correspondence as needed.
7. Public Relations Management:
- Assist in developing and implementing public relations strategies to enhance the organization’s image and reputation.
- Assist in public relations events and initiatives to engage stakeholders and promote the organization’s objectives.
8. Ad hoc tasks:
- Perform any other tasks as arranged by the supervisor or team lead to support the overall goals and functions of the organization.
Requirements:
- Proven experience as an Administrative Executive, Administrative Assistant, or similar role.
- Proficient in office management software (MS Office etc).
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Attention to detail, resourceful and problem-solving skills.
- Degree in Business Administration or relevant field preferred.
- Mandarin proficiency is an advantage to liase with our chinese counterparts.
