Administrative Support

For providing high-level administrative, organizational, and strategic support to ensure the efficient operation. The role requires exceptional communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Your responsibilities

- Manage the Managing Director's calendar, appointments, meetings, and travel arrangements. - Coordinate and prioritize schedules to optimize the Managing Director's time. - Screen and manage incoming correspondence, calls, and requests. - Handle sensitive and confidential information with professionalism and discretion. - Coordinate internal and external events, conferences, and executive visits. - Prepare meeting minutes and track action items to ensure timely completion. - Draft, review, and manage business communications on behalf of the Managing Director. - Monitor deadlines, follow up on key deliverables, and ensure timely execution of priorities. - Support budget tracking, expense reporting, and invoice processing where required. - Maintain executive records, documents, and filing systems. - Oversee daily office administration and facility operations to ensure a safe, clean, and efficient workplace. - Coordinate with facility vendors and service providers for housekeeping, security, maintenance, pantry, landscaping, and other support services. - Monitor office infrastructure and arrange timely maintenance and repairs. - Manage office supplies, stationery, and asset inventories. - Ensure compliance with workplace safety, security, and administrative policies. - Support workspace planning, seating arrangements, and office improvement initiatives. - Act as backup for front office/reception operations during absences, peak workloads, or business requirements. - Coordinate visitor access, meeting room bookings, and hospitality arrangements. - Act as a bridge between the vendors and finance department for invoice processing. - Coordinate flight bookings, accommodation and transportation for all employees. Taking over from Front desk Secretary whenever required. - Assisting tender dept with deliverables - General administrative tasks

Your profile

- Bachelor's Degree in Business Administration, Management, Commerce, Human Resources, or a related field. - 2-5 years of experience as an Executive Assistant, Executive Secretary, Office Administrator, or similar role. - Experience supporting senior executives, preferably Managing Director or C-suite leadership. - Excellent verbal and written communication skills. - Strong stakeholder and vendor management skills. - Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). - Problem-solving and decision-making capabilities. - Knowledge of office administration and facility management practices. - Customer-service orientation and positive attitude. - High degree of confidentiality and professional integrity. - Strong organizational and multitasking abilities. - Exposure to facility administration and office operations management is preferred.

Our offer

- An extensive mobility program for a healthy work-life balance - A permanent training track which allows you to develop yourself personally and professionally - A stimulating, innovative workplace with numerous growth opportunities - A people-oriented environment with an interactive health program and a focus on employee wellbeing

- You will be part of an international and multicultural team of colleagues within a Group that is worldwide active and contains many nationalities.