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Executive and Admin Assistant

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Job Description - Executive and Admin Assistant

What You Can Expect:

Executive Support

  • Provide day-to-day administrative and secretarial support to Managing Directors.
  • Follow-up tasks on behalf of MD’s
  • Manage calendars, prioritize appointments, and coordinate meetings.
  • Handle email management, screening, and follow-ups on urgent and important matters.
  • Prepare internal and external correspondence, reports, and presentation materials.
  • Arrange domestic and international travel, including flights, hotels, visas, and itineraries, in accordance with company policy.
  • Coordinate regional meetings, events, and executive visits.
  • Maintain, organize, and file confidential documents and records.
  • Manage expense reimbursements and track related documentation.
  • Coordinate and produce management and compliance reports.
  • Proactively anticipate executive needs and resolve issues with minimal supervision.

Administrative Management

  • Serve as front desk support: welcome visitors, handle incoming calls, and manage inquiries professionally.
  • Receive, sort, and distribute incoming mail and external documents.
  • Monitor office facilities, cleanliness, and maintenance concerns and coordinate with service providers.
  • Manage issuance and inventory of office supplies, pantry items, and marketing materials.
  • Conduct inventory tracking, verify accuracy against purchase history, and prepare requisition requests.
  • Coordinate issuance and updates of company IDs for employees and business cards for Sales, Managers and Management.
  • Monitor and manage meeting room bookings and usage.
  • Prepare the monthly billing summary for Globe postpaid plans by the 2nd week and submit to Finance for payment by the 3rd week of each month; coordinate disconnections with the Globe Account Manager.
  • Arrange hotel bookings for employees, expat and guest, negotiate rates when applicable, and distribute confirmations.
  • Manage visa processing for traveling employees and guests, track required documentation, and follow up with processing agencies.
  • Coordinate flight bookings for employee‘s travel, secure itineraries in accordance with travel policy, and distribute final travel documents.
  • Follow up on and prepare billing summaries for utilities, including Shell Fleet Card, RFID, water, and electricity.
  • Perform data entry on mileage, gas consumption (liters), water, electricity, paper usage, and other environment‑related office activities for the Carbon Emission Report / Co Zero.
  • Perform miscellaneous job‑related duties as assigned by the Head of Department (HOD).

What You Bring:

KNOWLEDGE, SKILLS, AND ATTRIBUTES

  • Ability to quickly develop a thorough understanding of the organization and its operations.
  • Excellent verbal and written communication skills.
  • High level of professionalism, maturity, and discretion in handling confidential matters.
  • Strong organizational, time management, and multitasking skills.
  • Ability to work under pressure and manage competing priorities with aggressive timelines.
  • Strong attention to detail with a consistent record of accurate, high-quality work.
  • Constructive critical thinker with sound judgment and problem-solving skills.
  • Positive attitude, adaptability, and strong teamwork orientation.

QUALIFICATIONS & EXPERIENCE

  • Bachelor’s Degree related to Business Administration, Management, or similar fields.
  • With at least 2-3 years of experience in executive assistance, administrative support, or a combined role.
  • Prior experience supporting senior managers, directors, or regional leaders.
  • Exposure to logistics, freight forwarding, or multinational corporate environments is an advantage.
  • Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and office productivity tools.
  • Professional level written and verbal English communication skills.
Original job Executive and Admin Assistant posted on GrabJobs ©. To flag any issues with this job please use the Report Job button on GrabJobs.
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