Executive and Admin Assistant

Job description

What You Can Expect : Executive Support Provide day-to-day administrative and secretarial support to Managing Directors. Follow-up tasks on behalf of MD’s Manage calendars, prioritize appointments, and coordinate meetings. Handle email management, screening, and follow-ups on urgent and important matters. Prepare internal and external correspondence, reports, and presentation materials. Arrange domestic and international travel, including flights, hotels, visas, and itineraries, in accordance with company policy. Coordinate regional meetings, events, and executive visits. Maintain, organize, and file confidential documents and records. Manage expense reimbursements and track related documentation. Coordinate and produce management and compliance reports. Proactively anticipate executive needs and resolve issues with minimal supervision. Administrative Management Serve as front desk support: welcome visitors, handle incoming calls, and manage inquiries professionally. Receive, sort, and distribute incoming mail and external documents. Monitor office facilities, cleanliness, and maintenance concerns and coordinate with service providers. Manage issuance and inventory of office supplies, pantry items, and marketing materials. Conduct inventory tracking, verify accuracy against purchase history, and prepare requisition requests. Coordinate issuance and updates of company IDs for employees and business cards for Sales, Managers and Management. Monitor and manage meeting room bookings and usage. Prepare the monthly billing summary for Globe postpaid plans by the 2nd week and submit to Finance for payment by the 3rd week of each month; coordinate disconnections with the Globe Account Manager. Arrange hotel bookings for employees, expat and guest, negotiate rates when applicable, and distribute confirmations. Manage visa processing for traveling employees and guests, track required documentation, and follow up with processing agencies. Coordinate flight bookings for employee‘s travel, secure itineraries in accordance with travel policy, and distribute final travel documents. Follow up on and prepare billing summaries for utilities, including Shell Fleet Card, RFID, water, and electricity. Perform data entry on mileage, gas consumption (liters), water, electricity, paper usage, and other environment‑related office activities for the Carbon Emission Report / Co Zero. Perform miscellaneous job‑related duties as assigned by the Head of Department (HOD). What You Bring: KNOWLEDGE, SKILLS, AND ATTRIBUTES Ability to quickly develop a thorough understanding of the organization and its operations. Excellent verbal and written communication skills. High level of professionalism, maturity, and discretion in handling confidential matters. Strong organizational, time management, and multitasking skills. Ability to work under pressure and manage competing priorities with aggressive timelines. Strong attention to detail with a consistent record of accurate, high-quality work. Constructive critical thinker with sound judgment and problem-solving skills. Positive attitude, adaptability, and strong teamwork orientation. QUALIFICATIONS & EXPERIENCE Bachelor’s Degree related to Business Administration, Management, or similar fields. With at least 2-3 years of experience in executive assistance, administrative support, or a combined role. Prior experience supporting senior managers, directors, or regional leaders. Exposure to logistics, freight forwarding, or multinational corporate environments is an advantage. Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and office productivity tools. Professional level written and verbal English communication skills.