Administrative Executive (Project Admin & Office Support)

About the role

Provide full spectrum of administrative support across different departments and secretarial support to CEO.

Key responsibilities

Office Admin and Secretarial Support

• Answer all incoming calls and act as a first point of contact, dealing with phone calls politely and professionally
• Handle reception duties, incoming and outgoing mails and courier arrangement, replenish postage
• Organize and co-ordinate all meetings (internal or external), conferences and ad hoc events
• Ensure the meeting/conference room are ready for meetings
• Liaise with supplier to replenish pantry and office supplies
• Coordinate and make requisition of office stationery
• Source, liaise and coordinate with suppliers on gift/hampers arrangement for business partners on occasion events
• Arrange for team bonding lunch and staff event
• File documents and ensure all documents are scanned to server for records
• Follow up on supplier invoices and delivery orders/service report
• Sourcing supplier/subcontractor fee quote
• Prepare purchase orders/letter of appointment for project procurement and service contractor
• Provide daily end to end administrative support across different departments including payment processing and obtain signatories from different department
• Travel arrangements including air ticket booking, visa application, accommodation reservation
• Admin support to CEO including maintain contact database, calendar management, and personal matters
• Other ad hoc administrative duties as assigned

Requirements:

• Effectively bilingual in English and Mandarin
• Proficiency in Microsoft Office
• Disciplined understanding of confidentiality and integrity
• Service-oriented mind-set, pronounced can-do attitude, complemented by the capability to multi-task and the flexibility to handle changing requirements in a fast-paced, dynamic environment
• Proven ability to drive assignments autonomously and interact self-confidently with senior management, demonstrating resilience
• Candidates with secretarial/operational/administrative experience have a higher advantage