Administrative Specialist / Assistant

Job Summary:

The administrative specialist position is in-charge of planning,  organizing, delivering and monitoring the general services & administrative function at the Executive Office.  

Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.

Services include office administration services, housekeeping, supplies management, bills processing, asset and storage management, office facility management and security.

Key Result Areas:

1. Office Administration Services

• Office administration services includes petty cash, bills & expense processing, information & communications technology, employee accommodation & travel services, room reservation & management and mail & parcel Management.

2. Asset & Storage

• This function includes consumables safekeeping, inventory and releasing, asset tagging, recording and disposal, and storage room management (i.e. capacity utilization, releasing and cleaning and security).

3. Office Facility Management

• Facility management includes repair and maintenance program, office facility improvement and/or beautification, and Environment Health and Safety (fire and earthquake drill, proper disposal of hazardous waste, office safety).

4. Office Security

• Office security includes programs on theft prevention, area restrictions, pathways and traffic flows. 

5. Office Supplies, Tools and Funds

• The management of monthly office supplies, branded corporate materials, office tools, devices and equipment, subscriptions, funds for representation and transportation.

6. Other Functions

• Performs other tasks, directly or indirectly related to technical work, as instructed by the management / immediate head, from time to time.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Proficiency in Google Workspace, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Very good verbal and written communication skills.
• Excellent time management and organizational abilities.
• High level of professionalism and ability to work independently.