Office Admin Executive Assistant

2 weeks ago

Selangor, Malaysia Food Market Hub Full time

**Position Summary**:
**Responsibilities**:
Your role encompasses a diverse range of administrative and support tasks aimed at ensuring the efficient operation of the office and aiding executives in their day-to-day responsibilities, including:

- Administrative Support
- Manage the multiple executive and HOD’s calendar, schedule appointments, and coordinate meetings.
- Prepare and edit documents, presentations, and reports as required.
- Organize travel arrangements, including flights, accommodation, and itineraries.
- Office Management
- Oversee general office operations, including maintenance, supplies, and equipment.
- Coordinate with vendors and service providers for office maintenance and repairs.
- Ensure a tidy and well-organized office environment for optimal productivity.
- Communication Liaison
- Serve as a point of contact between the executive and internal/external stakeholders.
- Draft and distribute official communications on behalf of the executive.
- Facilitate effective communication within the team and across departments.
- Data Management
- Maintain confidential and sensitive information with utmost discretion.
- Organize and manage electronic and physical files, databases, and records.
- Assist in data entry and analysis to support decision-making processes.
- Meeting Coordination
- Schedule and prepare materials for meetings, conferences, and presentations.
- Take meeting minutes, track action items, and follow up on deadlines.
- Collaborate with various teams to ensure smooth meeting logistics.
- Travel Arrangements
- Arrange domestic and international travel plans for the executive and team members.
- Manage travel expenses, reimbursements, and travel-related documentation.
- Supporting Special Projects
- Assist in ad hoc projects, presentations, and initiatives as directed by the executive.
- Collaborate with cross-functional teams to achieve project goals.
- Professional Representation
- Uphold a professional and courteous demeanor when interacting with stakeholders.
- Represent the executive and the organization positively in various contexts.

About Food Market Hub
The Food Market Hub is an AI-Powered, FandB Procurement SaaS. We help restaurants and suppliers simplify back-end operations from procurement, payment to inventory management.
With >4700 users, our customers include large chains like KFC to Michelin-starred restaurants. We are growing aggressively in South East Asia, currently have a presence in 6 countries and backed by notable investors; Go-Ventures, SIG, 500 Global.

**; Requirements: - Qualifications and Skills**:

- Bachelor's degree in related fields preferred.
- Proven experience at least 2 years in an administrative or executive support role.
- Strong proficiency in Microsoft Office Suite (Word, Excel, and PowerPoint).
- Excellent verbal and written communication skills.
- Exceptional organizational and time management abilities.
- Ability to maintain confidentiality and handle sensitive information.
- Strong problem solving skills and a proactive approach to tasks.
- Professional demeanor, with the ability to interact with individuals at all levels.
- Experience in office management and familiarity with basic financial tasks (budget tracking, expense reporting) is a plus.
- Adaptability and willingness to take on new responsibilities as the role evolves.

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