Job Description
The Assistant Executive Secretary provides high-level administrative and organizational support to senior leadership members. This is a 12month contract role, renewable based on performance and organizational needs, with the potential to convert to a permanent position. The role ensures smooth day-to-day operations, manages executive schedules, and facilitates effective communication across the organization.
Responsibilities:
The following is a detailed, but not exhaustive, listing of the hands-on tasks you will undertake in the role:
Administrative Support to Senior Leadership Team
- Assisting the Senior Leadership Team with day-to-day administration needs and support. Duties not limited to business travel arrangements and processing of expenses claims, and any other ad-hoc duties as assigned.
- Keeping track and organizing all business travel arrangements such as obtaining travel approvals and visas, booking of flights, accommodation.
- Provide support in The Notice of Change in Board of Directors of the Company and including, Notary of Certification and passport, etc.
- Support the planning and execution of leadership meetings, events, and board activities
- Handle sensitive information with discretion and professionalism
Office Administration
- General Office Administration.
- Manage the administrative activities of the overall organization so that equipment, supplies, and other resources are used effectively and economically.
- Provide and maintain office and tools related support to the employees which include, but not limited to office stationery supply management, office stationery printing, name cards and courier service arrangement.
- Corporate Mobile/Data SIM Management.
- Perform as Egencia travel portal's administrator
- Biometric finger-print management.
- Adhoc projects and events when required
Qualifications:
- Education: Diploma or Degree in Business Administration or related field
- Experience : At least 2-3 years of experience in office administration, facilities management or similar
- Knowledge and Skills- Proficient in MS office
- Experience in providing administrative support and office management to a team environment
- Good communication skills, both oral and written.
- Able to work independently and as a team
- Excellent time management skills and ability to multi-task and prioritize work
- Demonstrates high attention to detail and strong organizational skills
- Behavioral attributes- Excellent interpersonal & communication skills
- Initiative, proactiveness, and independence
- High levels of energy and enthusiasm, and a positive attitude
- Flexibility and willingness to work with ambiguity
- Trustworthy to handle confidential matters
- Meticulous and organized
Flexible Work Arrangements
- Hybrid flexibility: 1 to 2 days work-from-home per week.
- Flexible arrangements possible, but on-site presence is preferred for smooth coordination with leadership and office operations.
