Executive Assistant and Administrative Lead

Responsibilities:

Executive Support:

• Act as the primary point of contact for internal and external stakeholders on behalf of the MD.
• Manage complex calendars, schedule meetings and appointments.
• Prepare agendas, presentations, and reports for meetings.
• Handle email correspondence and ensure timely responses.

Travel Management:

• Liason with travel partner as SPOC for Travel Desk. Ensure timely wallet top up and accurate record-keeping. Manage Travel partner payment process and vendor management on SAP.
• Arrange and coordinate domestic and international travel accommodations for the executives and others, including flight bookings, hotel accommodations, transportation, and itinerary planning.
• Monitor travel itineraries, provide updates, and address any last-minute changes or emergencies.

Confidentiality and Discretion:

• Handle sensitive and confidential information with intergrity, discretion and professionalism.
• Maintain a high level of confidentiality in all aspects of the role.

Compliance:

• Ensure 100% compliance on: 
• Vendor onboarding and documentation
• Office safety protocols
• Third-party office staff compliance
• POSH training completion for all employees
• Maintain accurate compliance records and provide periodic reports.

Vendor Management:

• Oversee compliant and timely onboarding of vendors.
• Supervise procurement quality assurance in SAP.
• Ensure adherence to procurement policy from PO to Pay cycle.
• Maintain accurate records for PO process, approvals, invoices, and agreements.

Budgeting:

• Track monthly admin budget and ensure spend efficiency. 
• Provide 100% accurate monthly budget forecasting. 
• Monitor expenses and prepare reports for leadership review.

Employee Engagement:

• Lead quarterly and annual R&R programs, including trophy and certificate management. 
• Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.
• Organize annual employee meets and engagement activities. 
• Ensure comprehensive onboarding for new joiners.

Administrative Support & Office Management:

• Oversee the general administrative functions of the office, handle administrative tasks including drafting correspondence, filing documents, and maintaining organizational systems.
• Oversee the smooth operation of the corporate office, ensuring office supplies are stocked, equipment is maintained, and facilities are well-organized. 
• Ensure office operations run smoothly, maintaining a clean and well-organized workspace.
• Help with ad-hoc tasks and projects as directed by the CXOs and corporate employees.
• Serve as a liaison with building management vendor, external vendors, and service providers to address any office-related needs/issues. 
• Supervise office pantry and security staff

Communication and Correspondence:

• Act as the primary point of contact between the CXOs and internal/external stakeholders.
• Handle incoming and outgoing communications, including emails, phone calls, and mail.
• Draft and proofread documents, reports, and presentations.
• Draft and distribute internal and external communications, including announcements and reports for the CXOs
• Coordinate and facilitate effective communication within the office.

Requirements:

• 5 years + 
• Global MNC experience is preferred.
• Bachelor's degree in business administration, management, or a related field (preferred).
• Proven experience as both personal assistant and admin lead.
• Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
• Strong attention to detail and accuracy in all work performed.
• Strong organizational and multitasking abilities.
• Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.
• Understanding of 3rd Party Compliances.