We are seeking a highly organized, proactive, and professional Administration Assistant to provide comprehensive administrative and operational support to the Administration Manager / Head of Administration. This role is responsible for ensuring the smooth day-to-day operation of the Administration Department while supporting office management, HR administration, travel coordination, facilities, vendor management, events, and executive support.
Key Responsibilities
Administrative & Executive Support
- Provide day-to-day administrative and operational support to the Administration Manager / Head of Administration.
- Manage calendars, appointments, meetings, and travel schedules.
- Prepare, proofread, and maintain reports, presentations, correspondence, and business documents.
- Organize meetings, prepare agendas, record and distribute meeting minutes, and follow up on action items.
- Manage incoming and outgoing correspondence, emails, and courier services.
- Maintain accurate filing systems and confidential records.
- Coordinate with internal departments and external stakeholders to ensure timely completion of administrative tasks.
- Conduct research and support special projects as assigned.
- Proactively improve administrative processes and office efficiency.
Office Administration
- Support the smooth daily operation of the office.
- Monitor office supplies, equipment, and inventory.
- Coordinate office maintenance, repairs, and facility-related services.
- Assist in implementing office procedures and administrative systems.
- Ensure office facilities remain organized, safe, and operational.
HR Administration Support
- Assist with recruitment activities, interview coordination, and candidate communication.
- Support employee onboarding and induction.
- Maintain employee records and HR documentation.
- Coordinate visa processing and employee documentation.
- Maintain attendance, leave records, and payroll-related documentation.
- Prepare employment letters, contracts, and HR correspondence.
- Coordinate employee training and development activities.
- Support compliance with company policies and labor regulations.
Travel Coordination
- Arrange business travel including flights, hotels, transportation, visas, and travel documentation.
- Coordinate travel approvals and maintain travel records.
- Ensure cost-effective and efficient travel arrangements.
Event Coordination
- Assist in organizing company meetings, conferences, exhibitions, and corporate events.
- Coordinate venues, logistics, accommodation, transportation, registrations, and event materials.
- Support employee engagement activities and company functions.
Vendor & Facilities Coordination
- Liaise with vendors, suppliers, contractors, and service providers.
- Obtain quotations and coordinate procurement requests.
- Support office renovation, relocation, and facilities improvement projects.
- Maintain effective vendor relationships and monitor service quality.
Records & Reporting
- Maintain accurate administrative, HR, attendance, leave, and travel records.
- Prepare reports and maintain administrative databases.
- Ensure confidentiality and accuracy of all documentation.
Senior Management Support
- Provide administrative support to senior management as directed.
- Coordinate meetings, travel arrangements, reports, presentations, and confidential correspondence.
- Track follow-up actions and support communication with internal and external stakeholders.
Qualifications
- Bachelor's Degree in Business Administration, Management, or a related field.
- 8–10 years of experience in administration, executive support, office management, or a similar role.
- Proven experience supporting senior management.
- Strong organizational and time-management skills.
- Excellent written and verbal communication in English.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience preparing reports, presentations, meeting minutes, and business correspondence.
- Experience in travel coordination, visa processing, and itinerary management.
- Knowledge of HR administration including onboarding, employee records, leave management, and documentation.
- Strong analytical, problem-solving, and decision-making skills.
- Ability to handle confidential information with discretion.
- Experience coordinating vendors, procurement, facilities, and corporate events is preferred.
- Ability to work independently in a fast-paced environment with minimal supervision.
You may also register your profile through our website and apply here: https://www.nadia-me.com/job/details/532
