Administrative Associate

• Well Established Group

• Attractive Salary Package & Benefits

• Yearly Performance Bonus

Roles & Responsibilities

• Administrative Support to the EA
• Assist the Executive Assistant with daily administrative tasks
• Maintain organized electronic and physical filing systems
• Maintain season parking
• Maintain telephone directory and employee contact list
• Maintain and send birthday messages to identified groups of people
• Prepare and edit documents, reports, and presentations
• Track and maintain expense data
• Track and monitor school activities, school fees, and school terms Coordination and Logistics
• Support coordination and information gathering
• Coordinate meetings and logistical support for meetings, including scheduling, gathering materials, setting up venues, preparing agendas, and tracking action items
• Coordinate with internal and external stakeholders across various meeting platforms
• Assisting with event planning
• Coordinate travel arrangements (flights, hotels, visa, transportation, travel partners)
• Arrange lunch/drinks for meetings
• Understand and support the needs of owners' children, including managing their schedules, classes, schools, and relevant documents required by the schools
• Assist with planning and coordinating the children's activities and events
• Procurement and Inventory Management
• Provide procurement assistance, including sourcing of vendors and budget
• Manage inventory and order supplies
• Manage vendor relationships and maintain vendor/supplier list
• Maintain service contracts (e.g., broadband, mobile line, lease, etc.) Facilities and IT Management
• Coordinate maintenance and repairs for office equipment and facilities
• Oversee IT infrastructure to ensure optimal performance and security
• Coordinate with external IT service providers and vendors Travel and Expense Management
• Handle visa applications and prepare invitation letters for visitors
• Actively support the claim management process of the company
• Responsible for tracking travel schedules and keeping an up-to-date record of travel days
• Assist with project-based research
• Source for restaurants, gift ideas

Requirements:

• Diploma or bachelor's degree in business administration or a related field
• Minimum of 3 years of office administration experience
• Proficient in office software and online meeting platforms (e.g., MS Teams, Zoom)
• Capable of maintaining confidentiality and handling sensitive information
• Strong organizational, multitasking, and problem-solving skills
• Experience in travel and event coordination, as well as vendor relationship management
• Excellent communication, interpersonal, leadership, and management skills
• Ability to work independently on various administrative and IT task

To apply, please submit your detailed CV with the following details for faster processing:

• Reason for leaving.
• Expected salary.

We regret that only short-listed candidates will be contacted shortly.

EA Reg Number: R21102916
EA License Number: 05C3447