administrative executive (4 months contract).

The Administrative Executive is a critical support role responsible for ensuring the efficient and smooth day-to-day operations. The successful candidate will provide comprehensive administrative and operational support, maintain strict confidentiality, and contribute to a professional and positive work environment in line with our premium brand image.

Job responsibilities

Office and Team Support

• Administrative Coordination: Manage and maintain the calendar, schedule meetings (internal and external), and handle appointment logistics for the [Reporting Manager/Team].
• Correspondence: Professionally manage incoming and outgoing communications, including phone calls, emails, and physical mail/packages.
• Documentation: Prepare, proofread, and format reports, presentations (e.g., PowerPoint), official letters, and other business documents with a high degree of accuracy and professional polish.
• Filing & Archiving: Maintain an efficient, organized, and confidential filing system (both physical and digital) for all departmental and company records, ensuring easy retrieval and compliance.

Travel, Events, and Finance Administration

• Travel Management: Coordinate and book all domestic and international travel logistics, including flights, accommodation, visas, and detailed itineraries.
• Expense & Budget: Manage and reconcile the petty cash, process expense claims (e.g., through a system like SAP/Concur/Workday), and assist the team in tracking departmental budgets.
• Meeting Logistics: Coordinate all aspects of meetings, workshops, and team events, including booking venues, arranging F&B, and ensuring necessary equipment is available.
• Vendor Relations: Assist with vendor management, including processing invoices, purchase requisitions, and managing payment follow-ups.

Office Management & Ad-Hoc Duties

• Supplies & Inventory: Monitor, order, and manage office and pantry supplies efficiently, ensuring optimal stock levels.
• Facilities Liaison: Serve as the primary contact for office facility matters, liaising with building management, IT support, and external vendors for maintenance and repairs.
• Onboarding Support: Assist the HR team with administrative tasks related to new employee onboarding (e.g., desk setup, system access, supply allocation).
• Ad-Hoc Projects: Take on specific ad-hoc projects or tasks as required by the management team to support the overall business operations.