Executive Assistant
• Provide comprehensive administrative and secretarial support to the Managing Director (MD).
• Manage the MD’s calendar, including scheduling appointments, meetings, conference calls, and sending reminders.
• Arrange internal and external meetings, including booking rooms and preparing necessary materials.
• Coordinate MD’s business travel (flights, hotels, transportation), visa documentation, and expense reports.
• Take meeting minutes and track follow-up actions for meetings hosted or attended by the MD.
• Handle internal and external correspondence on behalf of the MD.
• Support logistics and accommodation for senior visitors and executives.
• Assist with corporate communications and event arrangements involving the MD.
• Manage confidential or personal matters for the MD with discretion and professionalism.

Office Administration

Office Facility & Vendor Management
• Oversee daily office operations to ensure a safe, efficient, and pleasant working environment.
• Liaise with building management and external vendors for facility maintenance, cleaning, and repairs.
• Serve as contact point for building management and vendors for company-related services or events.
• Handle purchase order (PO) creation and payment processing.
• Manage office supplies, equipment procurement, and general upkeep.
• Handle snack purchases to maintain a comfortable office environment.

Access Control & Security
• Administer office access control systems, including visitor logs, staff ID cards, and SECOM registration.
• Manage visitor card registration and office access for external guests.
• Maintain company phone contact points and manage the staff phone tree.
• Coordinate courier services and manage incoming/outgoing deliveries.

Employee Support & Onboarding
• Manage onboarding logistics (e.g., desk setup, IT equipment, welcome gifts).
• Support issuance of business cards and certificates during onboarding/offboarding.
• Coordinate employee congratulations and condolence support, and internal announcements.

IT & Equipment Coordination
• Collaborate with regional/local IT teams for equipment purchasing, setup, and issue resolution.

Event & Project Management
• Organize and execute company-wide events (e.g., town halls, celebrations, engagement activities).
• Lead special projects related to office operations and corporate events, ensuring timely execution and cross-functional collaboration.
• Work closely with the HR team to support employee relations, engagement initiatives, and company events.
• Prepare external administrative documents such as Letters of Guarantee and Invitation Letters.
• Continuously identify and implement improvements to administrative processes.

• University graduate
• Minimum 3 years of Executive Assistant experience
• Fluency in English for verbal & written communication
• Proficient in using Microsoft Office Suites such as Word, Excel, and PowerPoint
• Communication & Interpersonal skills, Team player, Customer Focus
• Reliable, Strong ownership & responsibility, Proactive & positive attitudes