Executive Office Administrator

About the role

The Executive Office Administrator provides comprehensive administrative and coordination support to the Plant General Manager. This role manages the GM's daily schedule, travel arrangements, communication needs, and key visitor engagements. Additionally, the position supports selected HR operational activities, including new hire orientation, overtime reporting, and coordination of office services. The role requires strong organizational skills, professionalism, and the ability to maintain confidentiality.

Key responsibilities

• Manage and maintain the GM's calendar, including scheduling meetings, appointments, and internal/external engagements
• Coordinate domestic and international travel arrangements, including flight bookings, accommodation, transportation, and travel itineraries
• Prepare and process visa applications and related travel documentation
• Organize and facilitate meetings, including preparing agendas, minutes, and follow-up actions
• Screen and manage incoming communications and correspondences on behalf of the GM
• Maintain confidential records and documents
• Coordinate logistics for corporate visitors, including schedules, travel arrangements, accommodations, and site tour coordination
• Serve as the main point of contact for visitor management within the GM Office
• Oversee and manage day-to-day support services involving office cleaners and security guards
• Conduct new hire orientation briefings and ensure onboarding materials are prepared and up to date

About you

• Diploma or Degree in Business Administration, Office Management, or a related field
• Minimum 5-7 years of administrative or executive support experience, preferably in a manufacturing or corporate environment
• Strong proficiency in MS Office applications
• Excellent communication and interpersonal skills
• High level of professionalism, discretion, and confidentiality
• Strong organizational and multitasking abilities
• Experience in medical device manufacturing environment is strongly desired