Executive Assistant

Core Administrative Support

Assisting the Facilities Manager

. Arranging daily work plans, meetings, and follow-up items

. Tracking facility-related needs and ensuring timely resolution

. Maintaining repair, maintenance, and inspection records

. Communicating and coordinating facility maintenance matters with suppliers and contractors

. Coordinating renovation and contractor management

. Categorizing and managing renovation project files

. Tracking contractor qualifications, contracts, and construction progress

. Ensuring compliance with safety and building codes

. Preparing project progress reports and budget summaries

Document and Archives Management

. Implementing a building archive system

. Establishing a structured electronic and paper archive system

. Categorizing and managing documents by facility, department, and project

. Ensuring secure storage and easy retrieval of drawings, permits, and maintenance records

. Internal Document Management

. Standardizing internal notification, report, and form templates

. Maintaining version control and approval processes

. Ensuring documents adhere to the latest SOPs and compliance requirements

Finance and Procurement Support

. Verify and process employee reimbursements and vendor payments

. Maintain approval records, invoices, and payment status

. Coordinate with the Finance Department to ensure timely payments

. Equipment drawings and classification management

. Organize technical drawings and specifications by equipment type

. Maintain equipment inventory and procurement records

. Assist with budgeting and planning for equipment upgrades

Cross-departmental Collaboration Support

. Support the Plant Investment Department

. Track the progress of capital expenditure projects and facility investments

. Prepare documentation required for audits and stakeholders

. Coordinate site visits and investment presentations

. Support the Public Relations Department

. Manage the logistics of public relations events held within the facility

. Ensure venue preparation and branding meet requirements

. Responsible for guest reception and internal communication coordination

. Standard Operating Procedure (SOP) Development and Implementation

. Collaborate with various departments to develop and optimize SOP processes

. Implement SOP training and compliance tracking

. Regularly review and update process documentation based on feedback

Travel and Reception Management

. Book flights, accommodation, and transportation for employees and guests

. Prepare itineraries and related documents

. Follow up travel budgets and approval processes

. Overall reception and processing management

. Oversee front desk operations and visitor management

. Maintain records of incoming and outgoing courier services and documents

. Ensure the professional and secure handling of sensitive information

Ad hoc administrative tasks as required to support the Group office