Senior Executive/ Executive, Administration

Office Administration & Management

Ensure smooth daily operations of the office environment and maintain facilities in optimal working condition

. Oversee general office upkeep, pantry supplies, stationery inventory, and cleanliness

. Coordinate with vendors and service providers (e.g. cleaning, maintenance, courier) to ensure service quality

. Manage access cards, seating arrangements, and office equipment allocation

. Monitor usage and initiate procurement for administrative supplies and assets

. Assist with document preparation, data entry, and filing of corporate records

. Ensure consistent application of company admin policies across departments

Administrative Compliance & Documentation

Maintain proper documentation and ensure adherence to internal procedures and policies.

. Ensure accurate and up-to-date records keeping and filing system of contracts, policies, circulars, and other admin-related documents

. Support audits or compliance checks by preparing required admin documentation

. Assist in implementing updates to administrative SOPs and workflows

. Follow company guidelines and security protocols in handling confidential information

Meeting and Event Coordination and Support

Plan and execute meetings, events, and conferences to support Company's objectives

. Arrange meeting rooms, equipment, catering, and materials for internal events or senior management meetings

. Prepare meetings reports whenever necessary

. Assist in planning and executing corporate events, staff engagement activities, and festive functions

. Coordinate travel and accommodation arrangements for employees or visitors as needed

. Provide administrative support during event execution and post-event follow-up

Executive Support & Communication Management

Provide high-level administrative support to senior executives and facilitate effective communication

. Manage complex calendars, schedule appointments, and coordinate travel arrangements for executives

. Prepare and review correspondence, reports, presentations, and briefing materials with accuracy and professionalism

. Act as a liaison between senior management, internal teams, and external stakeholders to ensure smooth information flow

. Screen and prioritize incoming communications, ensuring timely responses and escalation when necessary

MINIMUM REQUIREMENTS

Education & Experience

. Diploma or Bachelor's degree in Business Administration, Office Management, or a related field.

. At least 2-5 years of relevant experience in an administrative or office management

Specific Skills (Knowledge, skills and abilities)

. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

. Strong administrative and coordination skills to manage daily office operations, logistics, and internal support activities efficiently

. Excellent communication and interpersonal skills to interact effectively with internal teams, management, vendors, and external partners

. High level of organization, accuracy, and attention to detail to ensure error-free documentation, record-keeping and compliance with administrative processes

. Ability to multi-task and manage time effectively in a fast- paced environment to handle multiple responsibilities, urgent requests, and tight deadlines simultaneously

. Team player with a professional and service-oriented attitude to collaborate well across departments and maintain high standards of internal service delivery

ADDITIONAL SKILLS

. Digital and Artificial Intelligence (AI) Tools Familiarity - Knowledge of basic admin management systems, e-invoicing platforms, or internal ticketing systems