Executive Assistant / Office Manager (Contract to Perm), Platform Company
Salary undisclosed
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Key Responsibilities:
Executive Assistant
Executive Assistant
- Supporting MD and Directors in the full spectrum of secretarial work and providing the team support on administrative matters
- Full diary management for the MD and Ds
- Scheduling a variety of team meetings, conference calls, video conferences both internally and externally and assisting in preparation and printing materials for meetings
- Arranging international travel (flights, hotels, cars etc.)
- Completing claims for corporate card expenses and out of pocket business expenses, ensuring timely submission and compliance to corporate and travel policies
- Timely creation of purchase orders and ensure good/services receipts are correctly matched on Workday system
- Archiving, filing, scanning and printing documents
- Preparation and set up of refreshments for major meetings
- General ad-hoc office duties that being assigned e.g organizing team building and bonding events, etc
- Coordinating and scheduling appraisals, team alignment sessions ensuring meeting of timelines.
- Responsible for all general office administration work ensuring the smooth running of the office, in accordance with Company established policies, practices and procedures and local government laws and regulations
- Interface effectively with for Administration, Business Continuity Plan, Finance, IT and Secretariat matters
- Interface effectively with local third-party companies for Company Secretary, IT, and other services
- Supervise and coordinate local administration services e.g., cleaning and courier service.
- In charge of procurement services and liaison with local suppliers – responsible for the purchasing and inventory control of office supplies, equipment, and refreshments
- Assist in matters like onboarding and off boarding employees, campus recruiting events, interview scheduling & applicant correspondence, staff engagement and learning activities, maintenance of office policies and procedures, etc.
- Manage contract and price negotiations with office vendors and service providers, negotiating the best terms for the firm
- Initiate and maintain office filing system for electronic and hardcopy files
- Upkeep of office premises and equipment
- Identify and influence efficiencies for internal processes and third-party services
- Proactively and reliably deal with issues quickly once they arise (e.g., dramatic price increases)
- Manage mobile phone contracts and renewals with input from IT Manager
- At least 10-12 years of experience providing full secretarial support/Office managerial capacity
- Advanced MS Office including Word, MS Outlook, Excel, PowerPoint
- Minimum A level or Poly or secretarial/office manager qualifications
- Fast learner, ability to connect the dots, coordinating and managing competing priorities with different stakeholders.
- Proven team player with a proactive style, takes initiative and has ability to work without supervision.
- Excellent communication skills at all levels
- Ability to handle multiple tasks and competing priorities often with tight deadlines and be prepared to put in overtime to complete tasks
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