Job Descriptions:
1. Office Administration
- Manage day-to-day office operations, including facilities, supplies, equipment, and general upkeep.
- Oversee vendor relationships, office maintenance, and service providers (e.g. IT support, utilities, cleaning services).
- Manage incoming and outgoing correspondence: phone calls, emails, mail, and courier services.
- Maintain and update filing systems (both digital and physical) for contracts, invoices, and company documents.
- Coordinate scheduling of meetings, travel arrangements, and internal events.
2. Executive Assistant Functions
- Provide comprehensive administrative support to the executive leadership team.
- Manage executive calendars, prioritise appointments, and coordinate complex travel itineraries.
- Prepare agendas, take minutes, and track follow-up actions for leadership meetings.
- Draft, proofread, and format correspondence, reports, and presentations for executives.
- Handle confidential information with discretion and maintain a high level of professionalism.
- Serve as a key point of contact between executives and internal/external stakeholders.
3. People Operations
- Partner with HR to coordinate onboarding and offboarding processes (documentation, access setup, welcome kits).
- Support employee engagement activities, team-building initiatives, and internal communication.
- Assist in organising company-wide meetings, workshops, and off-sites.
4. Finance & Procurement Support
- Track office expenses, petty cash, and assist in processing invoices and payments.
- Liaise with the finance team for monthly reporting and budget tracking.
- Manage procurement of office supplies, equipment, and software subscriptions.
5. Compliance & Internal Coordination
- Ensure company records and administrative processes comply with internal policies and local laws.
- Assist with audits, internal reporting, and documentation requests.
- Act as liaison between internal departments and external partners.
- Drive improvements in operational efficiency using cloud-based tools and workflows.
Requirements:
- Proven experience of minimum 5 years as an Office Manager, Executive Assistant, or similar administrative role.
- English proficiency is essential for both verbal and written communication.
- Strong organisational and multitasking abilities with excellent attention to detail.
- Ability to manage sensitive information with integrity and confidentiality.
- Strong problem-solving skills and the ability to work independently in a fast-paced environment.
- Ability to work independently and as part of a team.
