Administration Executive

Overview: Responsible for overseeing the smooth functioning of the office environment, providing comprehensive administrative support to HR, providing comprehensive administrative support to Chairman & Team, and ensuring efficient operations

Scope of Work:

1. Manage and coordinate housekeeping, security (guard duty), and pantry/cafeteria/conference room services
2. Greet and manage visitors, maintain visitor register, and ensure appropriate access and security protocols
3. Coordinate domestic and international travel arrangements, including booking flights, hotels, and transportation
4. Manage vendor relationships, process invoices, and ensure timely payments
5. Maintain accurate records of insurance policies and claims
6. Oversee office supplies, collaterals, and inventory levels (including first aid kits)
7. Maintain detailed registers for visitors, goods, and couriers
8. Assist with HR-related tasks such as onboarding, exit formalities, employee engagement activities, and policy dissemination
9. Perform other administrative tasks as assigned
10. Manage the Chairman's calendar, prioritizing appointments and meetings
11. Handle incoming and outgoing correspondence, including emails, letters, and documents
12. Coordinate the Chairman's domestic and international travel arrangements
13. Conduct research on various topics as required by the Chairman
14. Prepare materials for meetings, including presentations and reports
15. Assist the Chairman in managing special projects
16. Handle confidential information with utmost discretion and professionalism
17. Coordinate and organize meetings, conferences, and other events as required
18. Maintain positive relationships with external stakeholders
19. Troubleshooting & suggestive actions, in coordination with Assistant HR Manager / Chairman