Admin Assistant for Executive Office

The Admin Assistant (Executive Office) is an office-based role that directly supports the General

Manager. The role is responsible for office supply and inventory management, recurring utility

and bills payment processing, office upkeep coordination, meeting scheduling and calendar

management, minute-taking, task tracking, document filing and record-keeping, and petty cash

management. The Admin Assistant also performs additional administrative duties as requested

by other managers.

All work is expected to be performed accurately and completely the first time. The Admin

Assistant is expected to understand the tasks assigned and to take ownership of them — tasks

must be carried out without having to be reminded, followed up, or chased. Understanding of

each task, its purpose, and its deadline is required and expected. This is a non-negotiable

standard of the role.

• Supply, Utilities and Office Upkeep

Office Supply Inventory & Ordering

• Maintain par stock system for all office supplies; keep all items at or above par at all times
• Conduct physical stock count on a fixed weekly schedule
• Place the supply order before par level is reached, as per policy — never after stockout
• Submit the corresponding payment request to Finance for the order
• Maintain and post the par stock level list; update as consumption patterns change

Recurring Utility & Bills Payment Processing (per the Bills Matrix)

Office Upkeep Coordination

• Coordinate building/office maintenance (aircon, plumbing, electrical) with building admin or

vendor promptly

• Monitor office equipment (printer, copier) for toner, paper, service needs — resolve before

disruption

• Log all maintenance requests with date raised / date resolved
• Admin Task Quality
• Maintain the Admin Assistant Task Tracker current at all times (an out-of-date tracker is

itself a deduction)

• Complete GM calendar-assigned tasks (target ≥95% completion, ≥95% on-time vs

Scheduled End)

• New-hire interview scheduling: schedule applicant interviews as per policy; keep

scheduling records

• People & Development
• Zero unexcused absences/tardiness; follow Handbook notification procedure
• Meeting scheduling & calendar management for the GM — correct

date/time/attendees/venue or link, invites sent with notice, zero scheduling errors, no

reminders needed

• Maintain professional conduct with staff, visitors, and guests
• Finance & Admin Compliance
• File all documents (payment requests, minutes, correspondence, PRs, receipts) per

Company filing convention — any document retrievable within 5 minutes

• Manage petty cash: liquidate within prescribed period, complete/attached receipts, submit

to Finance on time, zero discrepancies

• Minute-taking for assigned meetings

Additional Administrative Duties

• Perform other administrative duties as requested by the General Manager, Operations

Manager, Asst. Manager Admin & HR / Treasury, Finance – Accounts Receivable, and the

BD Admin Assistant