We are seeking a highly organized and detail-oriented Administrative Executive who will provide comprehensive administrative support to ensure the smooth operation of daily activities.
This role includes 80% general administrative duties and 20% secretarial duties supporting the General Manager.
The role involves significant minute-taking responsibilities, ensuring that meetings are well-documented with clear action points. The ideal candidate will possess strong organizational, multitasking, and communication skills, with the ability to handle confidential matters with discretion.
Key Responsibilities:
1. General Administrative Support (80%)
- Office Management: Oversee office operations to ensure an efficient working environment, including supply management, coordinating maintenance, and liaising with vendors.
- Documentation: Manage and maintain filing systems (both electronic and physical) for easy retrieval of information.
- Meeting Coordination: Organize internal and external meetings, prepare meeting materials, and coordinate logistical details.
- Minute Taking: Attend meetings, take clear and accurate minutes, and distribute them to relevant stakeholders promptly. Follow up on action items to ensure completion.
- Travel & Logistics: Arrange travel, accommodation, and itineraries for employees or visitors as needed.
- Correspondence: Handle incoming and outgoing communications such as emails, letters, and packages. Respond to routine inquiries and escalate urgent matters as necessary.
- Event Support: Assist in organizing company events, meetings, and team-building activities.
- Data Management: Maintain databases, spreadsheets, and internal tracking systems to ensure up-to-date and accurate data entry.
2. Secretary to the General Manager (20%)
- Calendar Management: Proactively manage the GM’s calendar by scheduling appointments, meetings, and engagements, ensuring no scheduling conflicts.
- Confidential Support: Handle sensitive information and maintain confidentiality in all communications related to the GM's office.
- Report Preparation: Assist in preparing reports, presentations, and documents for the GM’s meetings and engagements.
- Communication Liaison: Act as a point of contact between the GM and internal/external stakeholders, screening calls and managing requests efficiently.
- Meeting Coordination for GM: Arrange and prioritize meetings for the GM, including preparing agendas, coordinating logistical details, and taking minutes during GM-led meetings.
- Task Management: Assist the GM with follow-up tasks and ensure timely completion of action items from meetings and interactions.
