Office Assistant / Executive Assistant - Administration

Job Summary

We are looking for a proactive and organized Office Assistant / Executive Assistant - Administration who can support management in coordinating day-to-day activities, following up on action items, and ensuring that important tasks are completed on time.

The ideal candidate should be comfortable coordinating with internal teams, clients, vendors, partners, and other external stakeholders.

This role requires someone who is highly organized, persistent with follow-ups, good at communication, and capable of keeping track of multiple activities simultaneously.

This is a coordination and execution-focused role. The person should not wait for instructions for every activity but should take ownership of follow-ups and ensure closure.

Responsibilities

• Support management with day-to-day administrative, coordination, and execution activities.
• Maintain and track tasks, commitments, action items, and follow-ups to ensure timely closure.
• Coordinate with HR, Finance, Sales, Delivery, Marketing, IT, and other internal teams on pending activities.
• Follow up with clients, vendors, consultants, partners, and other external stakeholders regarding documents, payments, proposals, meetings, and deliverables.
• Schedule meetings, calls, appointments, and internal discussions; prepare agendas and track action items.
• Prepare daily/weekly status updates and maintain accurate trackers and reports.
• Identify delays, proactively follow up with responsible stakeholders, and escalate critical or overdue matters to management.
• Support office administration, vendor coordination, travel arrangements, meetings, events, and other management requirements.
• Maintain proper records and handle management-related information with confidentiality.

Requirements

• Graduate in any discipline.
• 15 years of experience in Executive Assistant, Office Administration, Coordinator, Personal Assistant, Operations Coordinator, or similar roles.
• Excellent verbal and written communication skills.
• Strong follow-up, coordination, organization, and time-management skills.
• Ability to manage multiple tasks and stakeholders simultaneously without losing track.
• Proactive mindset with strong ownership and follow-through; able to work independently without constant instructions.
• Confident and professional in communicating with senior management, employees, clients, vendors, and external stakeholders.
• Strong attention to detail, problem-solving, and escalation skills.
• Good working knowledge of MS Office / Google Workspace, Excel/Google Sheets, Email, Teams/Zoom, and WhatsApp.
• Experience working with senior management is preferred; experience in an IT services, consulting, or professional services organization is an advantage.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.