Admin Executive

7 months ago

Kuala Lumpur, Malaysia Hogarth Worldwide Full time

Hogarth is the Global Content Experience Company. Part of WPP, Hogarth partners with one in every two of the world's top 100 brands including Coca-Cola, Ford, Rolex, Nestlé, Mondelez and Dyson. With a breadth of experience across an extensive range of sectors, Hogarth offers the unrivaled ability to deliver relevant, engaging, and measurable content across all channels and media - both established and emerging.

The number of channels at our fingertips; the need for speed; and the drive for mass personalisation, all mean that brands need different solutions.

Our global team of over 6,000 craft and technology experts brings together creative, production and innovation to help clients navigate this exciting and ever-changing world of today's content experience.

The Admin Executive being the face of the organization is fully accountable for all office related matters, to ensure organizational effectiveness, efficiency and safety. The Admin Executive is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.

**Responsibilities**

Support to the Managing Director/General Manager
- Coordinate schedules and appointments
- Accountable for all travel arrangements including booking of flights and accommodation and any further coordination required

Office Management
- Maintain a safe and secure working environment across all the offices
- Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
- Manage contract and price negotiations with office vendors and service providers
- Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, arrange for courier service and that clerical functions are properly assigned and monitored
- Oversee office supplies inventory, review and approve office supply acquisitions
- Raise purchase orders for office expenses, etc as well as work with Account Servicing team/producers to raise POs for job-related vendors and perform checking to ensure compliance before PO issuance
- Assist in setting up of account, machine and onboarding for new joiners
- Perform other job-related duties as assigned

Hospitality
- First point of contact, fronting all visitors both internal and external
- Ensure clients are well attended to when they visit the office e.g. serving of drinks and snacks and ensuring the meeting rooms are set up properly prior to the meetings
- Collaborate with the HR Team in the planning and execution of company events

**Requirements**:

- Proven office management, administrative or assistant experience
- Knowledge of office management responsibilities, systems and procedures
- Excellent time management skills and ability to multi-task and prioritise work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Proficient in MS Office (MS Excel and MS PowerPoint, in particular)
- High level of initiative to be proactive

LI-VC1

**Diversity & Inclusion**

Hogarth is an equal-opportunity employer. That means we believe in creating a truly inclusive culture that values diversity, equity and inclusion for everyone through our ideas, our people, how we behave and how we conduct ourselves. We strive to recruit people from diverse backgrounds and support them to achieve long-term success. This not only makes Hogarth a better company and place to work, but an environment where everyone can give their point of view, experience connection, enjoy opportunity and feel a sense of belonging.

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