Retail Executive Assistant

Retail Executive Assistant

Position Overview

We are seeking a highly organized and detail-oriented Retail Executive Assistant to support the company’s administrative operations, government compliance, documentation management, procurement, office administration, and workplace coordination.

The role is responsible for ensuring the smooth and timely completion of administrative processes, maintaining accurate records, and supporting compliance with company policies and regulatory requirements. This position will also handle and monitor business permits, licenses, annual renewals, and other government-related requirements, while coordinating with government agencies, building management, landlords, vendors, and service providers.

Key Responsibilities

• Maintain and organize physical and digital filing systems, company records, controlled documents, and document masterlists.
• Prepare, manage, and distribute company memorandums, notices, advisories, and other official communications.
• Coordinate meetings and maintain official communication groups.
• Monitor office supplies and coordinate procurement, equipment, and facility maintenance requirements.
• Maintain fixed asset records, including inventory, issuance, transfers, and disposal documentation.
• Monitor administrative expenses and process reimbursement requests.
• Coordinate with vendors, service providers, landlords, building management, and other external parties for administrative and operational requirements.
• Process and monitor business permits, licenses, annual renewals, and other government compliance requirements.
• Support workplace organization and employee engagement initiatives, including office decorations and employee recognition displays.
• Prepare administrative reports, trackers, and other documentation as required.
• Support administrative requirements related to retail operations and store activities when needed.
• Ensure compliance with company administrative procedures, policies, and standards.

Qualifications

Education

• Bachelor’s degree or above.

Experience

• 1–2 years of experience in administration, executive assistance, or general office operations is required.
• Experience in retail operations, store administration, government permit processing, procurement, document control, or vendor coordination is an advantage.
• Experience supporting store openings or multi-branch operations is highly preferred.

Skills & Competencies

• Strong organizational and documentation management skills.
• Excellent attention to detail and accuracy when handling records and administrative documents.
• Proficient in Microsoft Office and Google Workspace.
• Strong communication, coordination, and problem-solving skills.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Ability to work independently with minimal supervision.
• High level of integrity and confidentiality when handling company information.