Executive Assistant / Admin Executive

Parisima Talent is hiring with for the position of Administrative Executive with one of our clients.

Position: Executive Assistant / Admin Executive

Role Summary: The role ensures that administrative tasks are effectively managed.The role is critical to ensuring that employees have the appropriate access, tools, information, and supplies to complete their day to day tasks. Will perform other roles such as Document Administrator, File Share Manager, etc

Job responsibilities:

• Draft and finalize incoming and outgoing documents and reports with the coordination of the sourcing, legal, and HR teams.
• Coordinate and provide support with external stakeholders in arranging letters for signature and stamp by the authorized signatory/site leader for several entities.
• Maintain office notice boards and ensure that they are updated with necessary information.
• Receive phone calls, screen them, and route them to the appropriate contact.
• Perform general administrative tasks, including mail, records, travel coordination, and procurement of office and pantry supplies.
• Calendar management, such as arranging MS Teams meetings and conference room bookings.
• Visitor support: approve and provide the gate pass for the visitors, escort candidates and visitors when on-site, and arrange hotels, transportation, and permits.
• Process expense reports and invoices, and work with accounts payable to ensure invoices are paid in a timely manner.
• Maintain leave and vacation records.
• Provide administrative support to PRO in terms of JAFZA-related documentation and visa renewals.
• Request for salary letters through the JAFZA portal.
• File Share Manager Administrator: Maintain, give, and remove access to files in the shared folder.
• Plan and coordinate internal meetings and on-site and off-site events by selecting venues, transportation, catering companies, and function set-up while staying within a strict budget.
• JAFZA licenses renewal. Coordinate with stakeholders for all government required documentation to ensure license renewals are completed on time.
• Monitor monthly all the printer supplies and coordinate with the vendor to avoid service interruption.
• Coordinate and ensure that the cleaner's duties and responsibilities are being followed.
• Process goods receipts and purchase requests through SAP for administrative supplies and provide purchasing support to colleagues and other departments when needed.
• Systematically review and update organizational charts, licenses, and employees' databases.
• Organize hotel and VIP transportation bookings for Partners, Regional and Global Leaders during their site visit.

Key skills:

• Working expert level knowledge of Microsoft Office Software including Outlook, Word, Excel, PowerPoint
• Ability to multi-task, manage detailed assignments, and set priorities is essential.
• Calendar management/time management.
• Clear written and verbal skills
• Be an organized, self-starter who exhibits good judgment and flexibility to meet business demands. Be able to communicate and relate well with both internal and external to the company.