Overview
This role covers two scopes:
Executive Assistant — high- level administrative support, managing calendar,
meetings, travel;
Office Admin — office operations, procurement, vendor management, assets,
reception, safety, and internal compliance support. Requires systems thinking, cost
management, excellent internal service, and fast, reliable execution.
Job Responsibilities
Executive Assistant
Project Support: Track milestones; consolidate cross- functional reports; follow up with stakeholders.
Documents & Presentations: Prepare slides/briefs; organize digital and physical records.
Correspondence & Liaison: Draft/review emails and official letters; liaise with partners on behalf of the CEO when authorized.
Travel & Expenses: Plan itineraries; book flights/hotels/visas; reconcile and submit travel expenses.
Calendar & Meetings: Schedule and optimize calendar; prepare agendas/materials; take minutes; track action items to closure.
Events & Ad hoc: Support strategy meetings and internal events; perform assignments as directed.
Office Admin Functions
Office Operations (Facilities):
○ Coordinate building/facility maintenance and repairs.
○ Manage workspace/seating/meeting rooms; housekeeping, greenery, water service.
Reception & Internal Services:
○ Handle visitors, mail/courier, switchboard; manage visitor check- in; brief office rules.
○ Arrange pantry/lunch/tea breaks for events.
Procurement & Vendors:
○ Manage service contracts (cleaning, security, internet, water, courier); track SLAs and renewals.
○ Plan purchasing for office supplies/consumables; obtain quotes, compare, and propose approvals.
Asset & Inventory Management:
○ Coordinate with IT on laptops/monitors/AV; ensure proper handover/offboarding.
○ Issue/return/inventory company assets; asset tagging; manage stationery inventory.
Business Travel & Events:
○ Maintain travel policy; group bookings; itineraries; consolidate post- trip expenses.
○ Organize internal events: kick- offs, town halls, year- end party, team building.
Safety, Fire Protection, and Occupational Health:
○ Log incidents and track corrective actions.
○ Share building safety guidelines; coordinate fire drills; maintain first- aid kits and basic response.
Compliance & Administrative Records:
○ Support basic legal paperwork (authorizations, notarization, document courier).
○ Draft/publish office policies; maintain documents and company seal (if authorized).
Finance & HR Support (Admin- related):
○ Create payment requests, reconcile service invoices; monitor office budget.
○ Support onboarding/offboarding (seating, access cards, equipment); basic support for timesheets/OT.
Reporting & Continuous Improvement:
○ Propose cost optimizations and employee experience improvements.
○ Produce office operations reports (costs, issues, satisfaction).
Requirements
● Education: Bachelor’s in Administration, Economics, Business Administration, or related fields.
● Teamwork & Independence: Self- driven; effective cross- functional collaboration and vendor coordination.
● Experience: Minimum 2 years in an office or similar role (preferably EA/Secretary/Coordinator/Admin/Office Manager).
● Thinking & Adaptability: Logical, flexible, quick to adapt to change.
● Others: Willing to work overtime for events/urgent tasks; willing to travel on short trips
● Office Productivity: Proficient in Word, Excel, PowerPoint; strong with Outlook/Google Calendar and Teams/Zoom. Able to visualize data into clear charts/infographics; can create slides aligned with leadership’s direction.
● Analysis & Reporting: Consolidate data and produce clear, visual reports.
● Language: English is a must.
● Internal Service & Organization: Strong internal customer service; fast request handling; professional communication.
● Accountability & Confidentiality: Reliable handling of sensitive information and records in line with policy.
● Female, aged 25–30, attractive, with excellent communication skills.
● Pressure & Prioritization: Perform under tight deadlines; multitask with clear priorities.
● Cost & Contract Management: Capable of obtaining quotes, comparing options, managing contracts/SLAs; cost- conscious.
Benefits
Invested in Your Success from the Start: Our commitment begins on your first day with 100% salary during probation and full social insurance coverage on your gross salary.
Empowered to Do Your Best Work: We provide you with top- of- the- line equipment, including a MacBook and iPhone, so you have the tools you need to excel.
Working Time: Mon- Fri (8:00- 17:30; Lunch Break 12:00- 13:30)- Flexible
A Culture of Opportunity: You&039;ll be part of a vibrant and collaborative startup environment that fosters continuous learning and provides clear pathways for professional growth
We Value Your Contribution: You&039;ll receive a competitive compensation package designed to reward your expertise and dedication (14- months salary package).
Focus on What Matters: To make your day- to- day smoother, we offer monthly allowances for your lunch and transportation.
