Administrative Executive

Job Description

Office Administration:

• Oversee day-to-day office operations and ensure a clean and well-organized work environment.
• Maintain office supplies inventory, anticipate needs, and place orders in a timely manner.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail distribution.
• Manage office equipment, such as printers, copiers, and fax machines, and coordinate repairs and maintenance.
• Coordinate and schedule meetings, appointments, and travel arrangements for the team.
• Take minutes during meetings and distribute them to relevant participants.

Communication Management:

• Respond to emails and inquiries promptly, ensuring all emails that are CCed to the administrative department are acknowledged and addressed.
• Draft and edit documents, reports, presentations, and correspondence as required.
• Assist in the creation and distribution of internal memos, announcements, and other communications.
• Maintain confidentiality and handle sensitive information with discretion.

Secretarial Support:

• Provide secretarial support to senior management, including organizing their calendars, scheduling appointments, and managing correspondence.
• Prepare agendas, materials, and presentations for meetings, as well as take minutes and distribute them accordingly.
• Assist in preparing reports, proposals, and other documentation as requested.
• Act as a point of contact between senior management and other departments or external stakeholders.
• Arrange travel arrangements such as hotel bookings, flight bookings, and other accommodations.
• Handle ad hoc tasks assigned by the Division Head/director, such as conducting research, preparing presentations, or assisting with special projects.

Document Management:

• Maintain and update physical and digital records and files, ensuring their accuracy and confidentiality.
• Organize and categorize documents, retrieve information as needed, and ensure proper version control.
• Assist in maintaining the company's document management system, ensuring easy access and retrieval of information.

Staff Attendance Monitoring:

• Monitor staff attendance and maintain accurate attendance records.
• Coordinate with HR and department managers to ensure compliance with attendance policies and address any attendance-related issues.
• Generate reports on staff attendance and present findings to management as required.

Vendor Management:

• Source and liaise with vendors for office supplies, maintenance services, and other administrative needs.
• Maintain relationships with vendors, resolve any issues, and review invoices for accuracy.

Data Management:

• Maintain employee databases, including contact information, leave records, and attendance.
• Assist in the preparation of HR-related documents, such as employment contracts and performance reviews.
• Support the HR department with recruitment processes, including scheduling interviews and onboarding new hires.

General Support:

• Provide administrative support to various departments as needed, including preparing meeting materials and assisting with event coordination.
• Assist in organizing company events, workshops, and training sessions.
• Perform general clerical duties, such as photocopying, scanning, and filing.

Qualification / Requirements

• Bachelor's degree in business administration, office management, or a related field (preferred).
• Proven experience in an administrative role, preferably in a fast-paced office environment.
• Strong organizational skills and the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Proficient in using MS Office applications (Word, Excel, PowerPoint) and other relevant software.
• Familiarity with office equipment and basic troubleshooting.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and high level of accuracy.
• Ability to work independently and collaboratively in a team environment.
• Proactive problem-solving skills and the ability to adapt to changing priorities.