Administrative Support

Summary

For providing high-level administrative, organizational, and strategic support to ensure the efficient operation. The role requires exceptional communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Your responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate and prioritize schedules to optimize the Managing Director's time.
• Screen and manage incoming correspondence, calls, and requests.
• Handle sensitive and confidential information with professionalism and discretion.
• Coordinate internal and external events, conferences, and executive visits.
• Prepare meeting minutes and track action items to ensure timely completion.
• Draft, review, and manage business communications on behalf of the Managing Director.
• Monitor deadlines, follow up on key deliverables, and ensure timely execution of priorities.
• Support budget tracking, expense reporting, and invoice processing where required.
• Maintain executive records, documents, and filing systems.
• Oversee daily office administration and facility operations to ensure a safe, clean, and efficient workplace.
• Coordinate with facility vendors and service providers for housekeeping, security, maintenance, pantry, landscaping, and other support services.
• Monitor office infrastructure and arrange timely maintenance and repairs.
• Manage office supplies, stationery, and asset inventories.
• Ensure compliance with workplace safety, security, and administrative policies.
• Support workspace planning, seating arrangements, and office improvement initiatives.
• Act as backup for front office/reception operations during absences, peak workloads, or business requirements.
• Coordinate visitor access, meeting room bookings, and hospitality arrangements.
• Act as a bridge between the vendors and finance department for invoice processing.
• Coordinate flight bookings, accommodation and transportation for all employees.
  Taking over from Front desk Secretary whenever required.
• Assisting tender dept with deliverables
• General administrative tasks

Your profile

• Bachelor's Degree in Business Administration, Management, Commerce, Human Resources, or a related field.
• 2-5 years of experience as an Executive Assistant, Executive Secretary, Office Administrator, or similar role.
• Experience supporting senior executives, preferably Managing Director or C-suite leadership.
• Excellent verbal and written communication skills.
• Strong stakeholder and vendor management skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Problem-solving and decision-making capabilities.
• Knowledge of office administration and facility management practices.
• Customer-service orientation and positive attitude.
• High degree of confidentiality and professional integrity.
• Strong organizational and multitasking abilities.
• Exposure to facility administration and office operations management is preferred.

Our offer

• An extensive mobility program for a healthy work-life balance
• A permanent training track which allows you to develop yourself personally and professionally
• A stimulating, innovative workplace with numerous growth opportunities
• A people-oriented environment with an interactive health program and a focus on employee wellbeing

• You will be part of an international and multicultural team of colleagues within a Group that is worldwide active and contains many nationalities.