Executive Assistant & Office Administrator

Summary Requirements:

The Executive Assistant & Office Administrator responsible for providing high‑level administrative, organizational, and strategic support to senior management while overseeing all office operations. This role ensures seamless day‑to‑day office functioning, delivers exceptional internal stakeholder support, and serves as a key liaison between leadership, employees, and external partners.

Key Responsibilities

1. Executive Support

• Manage and monitor executives’ calendars, proactively anticipating scheduling needs, conflicts, and meeting requirements.
• Plan and coordinate international and domestic travel, including itineraries, agendas, logistics, and timely expense reporting.
• Schedule and coordinate meetings, board sessions, presentations, and industry events, ensuring required materials, equipment, and hospitality services are arranged.
• Review and screen incoming emails and mail; draft, edit, and finalize correspondence and formal documents.
• Handle confidential information with utmost discretion and professionalism.
• Host regional visitors and liaise with internal teams across various locations.
• Support ad hoc executive projects and special assignments, ensuring high‑quality outcomes.

2. Office Administration & Facilities Management

• Serve as the primary contact for all office‑related matters including building issues, facilities, maintenance, security, and office supplies.
• Ensure smooth operation of office equipment through preventive maintenance, repairs coordination, vendor management, and evaluation of new tools.
• Manage office moves, space planning, workstation setups, and internal relocations.
• Track and maintain office inventory, pantry supplies, and associated costs across the main office, warehouse, and MedEd.
• Oversee pantry assistants and ensure the office environment remains neat, clean, and well‑organized.
• Organize the weekly lunch program, including creative menu planning and thematic events.
• Manage incoming and outgoing mail, courier services, and document logistics.
• Manage access control systems (door/card), including after‑hours access coordination.
• Maintain facility‑related budgets, contracts, service agreements, and documentation.
• Act as Fire Safety Warden and ensure compliance with safety protocols.
• Support MedEd as a barista when required.

3. Visitor & Staff Support

• Welcome and guide visitors, guests, and new employees, ensuring a positive and professional first impression.
• Communicate professionally via phone, email, and in‑person interactions.
• Coordinate office‑wide events, special meetings, guest visits, and cross‑department support activities.
• Provide general administrative assistance to staff as needed to maintain an efficient and well‑run office.

4. General & Incidental Duties

The above responsibilities describe the general nature and level of work being performed. Additional tasks may be assigned by management as necessary to support team and organizational goals.

Education & Experience

• Minimum Diploma or equivalent work experience.
• At least 7–8 years of proven experience in executive assistance, office administration, or similar administrative roles.
• Strong background in facilities and building management.
• Experience working in multicultural teams or multinational corporations (MNCs).
• Solid understanding of office management systems, tools, workflows, and procedures.
• Experience managing office renovations or improvement projects is an advantage.
• Barista skills are a plus.