Office Admin Executive

Position Summary

We are looking for a reliable and detail-oriented Office Admin Executive to support senior executives on travel coordination, expense management, and day-to-day administrative matters, while helping to ensure smooth office operations and proper administrative record-keeping.

This role is primarily focused on:

• coordinating business travel arrangements such as flights, hotels, restaurant reservations and related bookings for senior executives;
• handling expense processing, invoice tracking and payment-related administrative matters; and
• supporting general office administration and documentation.

The role may also provide basic support on corporate administrative matters, including coordination of documents and follow-ups with the external corporate secretary, where required. Prior corporate secretarial experience is helpful but not essential, as this can be learned on the job.

This position is best suited for someone who is organized, responsive, discreet and comfortable handling multiple administrative tasks with care, accuracy and a strong sense of ownership.

Key Responsibilities

1. Executive Travel & Reservation Support

• Arrange domestic and international business travel for senior executives, including flight bookings, hotel reservations, restaurant bookings, ground transportation and ticketing arrangements.
• Prepare and consolidate travel itineraries, booking confirmations and key logistical details for executives.
• Monitor schedule changes, booking amendments, cancellations and urgent travel requests with speed and accuracy.
• Coordinate travel-related administrative matters such as supporting documents, travel preferences, special requests and booking follow-ups where needed.
• Provide dependable day-to-day support for executives’ travel and reservation-related administrative needs.

2. Expense Processing, Billing & Payment Administration

• Process invoices, reimbursement claims, and supporting documents accurately and in a timely manner.
• Coordinate internally to obtain the necessary approvals and supporting information for payments and expense claims.
• Track recurring bills, administrative expenses, travel-related costs and other office expenditures.
• Maintain organized records of expenses, invoices and payment-related documents for internal reference and finance coordination.
• Follow up with vendors and internal stakeholders on billing details, payment status and required supporting documents.
• Assist with basic tracking and reporting of administrative and executive support-related expenses where required.

3. Office Administration & Coordination

• Provide day-to-day administrative support to ensure smooth office operations and proper documentation.
• Maintain organized administrative records, filing systems, booking records and other office documents.
• Coordinate with internal stakeholders and external vendors/service providers on routine administrative matters.
• Support document preparation, collection, filing and follow-up for general office administration and business support needs.
• Assist with ad hoc coordination tasks, administrative projects and operational support assigned by management.

4. Corporate Administrative Support

• Provide basic coordination support on routine corporate administrative matters as needed, including document collection, execution follow-up and liaison with the external corporate secretary.
• Keep corporate and administrative records properly organized and accessible for internal reference.
• Support filing deadlines, signature follow-ups and document requests where required.

5. General Support

• Handle sensitive information and executive-related matters with discretion and confidentiality.
• Build and maintain efficient working relationships with internal teams, executives, external vendors and service providers.
• Continuously improve administrative tracking, filing and coordination processes for better efficiency and visibility.

Requirements

• Diploma or degree in Business Administration, Hospitality, Office Management or a related field preferred.
• 3–7 years of relevant experience in executive support, office administration, team secretary/desk secretary, travel coordination, hospitality coordination or similar administrative roles.
• Strong experience in travel booking, hotel/flight arrangements, restaurant reservations, ticketing and itinerary coordination is highly preferred.
• Prior experience in expense processing, invoice handling, reimbursement administration or payment coordination is preferred.
• Corporate secretarial or corporate administration exposure is a plus, but not required.
• Strong attention to detail with the ability to manage multiple tasks and deadlines in a fast-paced environment.
• Proactive, responsive and service-oriented, with a practical problem-solving mindset.
• Strong written and verbal communication skills in English; Korean language capability would be an advantage if required for stakeholder communication.
• Proficient in Microsoft Office / Google Workspace and comfortable working with administrative trackers and booking platforms.
• High level of professionalism, discretion and reliability.

Preferred Profile

• Calm and composed under changing schedules and last-minute requests.
• Comfortable supporting senior stakeholders with a high level of responsiveness and accuracy.
• Able to balance routine administrative work with urgent travel and executive support requests.
• Hands-on, organized, and willing to take ownership of follow-through and coordination details.