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Executive Administrative Assistant
2 weeks ago
Manage day-to-day administrative operations, ensure efficiency of office functioning and provide support services across organizations. This position requires a proactive and detail-oriented individual who can coordinate logistics, ensure regulatory compliance, and serve as a key liaison between internal departments and external service providers.
Job Requirements- To coordinate and facilitate meetings, ensuring accurate documentation through comprehensive minute-taking and timely distribution.
- Manage visa application requests, end-to-end accommodation, travel arrangements, and logistical support for staff and visitors, ensuring efficiency, cost-effectiveness, and a seamless experience.
- Responsible and liaise with 3rd party service providers to ensure timely and compliant processing of Professional Visit Pass (PVP) application for both staff and external vendors.
- Manage with 3rd party service providers to ensure accommodation arrangements for long-stay foreign staff and vendors, including housing setup (apartment, condominium, or staff house), utility provisioning, and food delivery coordination.
- Participate in internal and external audits, ensure timely closure of audit findings with proper documentation and evidence.
- Ensure adherence to company policies and regulatory requirements, maintaining compliance across all administrative and operational activities.
- Coordinating with the canteen service provider to ensure consistent food quality, hygiene and food quantity to meet the daily operation's needs and to audit canteen timely manner and attend external audit if needed.
- Manage telephone system and deal with service provider if having issue.
- To manage office furniture. To deal with vendor and raise purchase requisition for new added or replacement.
- Actively engage in safety, quality and compliance programs while providing comprehensive administrative support to operations.
- Serve as the primary contact for internal departments and external suppliers in managing administrative matters with efficiency and professionalism.
- Verify and review service provider / vendor billings to ensure accuracy, compliance with contractual terms, and timely processing.
- Degree in business administration or related field.
- Several years of experience working in an administrative role.
- Effective communication skills in multiple languages, both written and verbal to engage with different level of employees and service providers across diverse regions.
- Basic knowledge of office management systems and procedures.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Ability to handle sensitive information confidentially.
Values: Integrity, Accountability, Inclusion, Innovation, Teamwork
