Executive Administrative Assistant

We are seeking a highly organized, proactive, and professional Administration Assistant to provide comprehensive administrative, operational, and coordination support to the Administration Manager. The successful candidate will play a key role in supporting day-to-day office operations, senior management coordination, HR administration, travel arrangements, facilities management, vendor coordination, events, documentation, and administrative projects.The role requires a highly dependable individual with excellent organizational and communication skills, strong attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced business environment with minimal supervision.Key Responsibilities1. Administrative & Executive SupportProvide day-to-day administrative and operational support to the Administration Manager / Head of Administration.Manage calendars, meetings, appointments, and internal/external schedules.Prepare, format, proofread, and maintain reports, presentations, correspondence, and business documents.Coordinate administrative activities and follow up with internal and external stakeholders.Maintain accurate filing systems, records, databases, and confidential documentation.Prepare meeting agendas, attend meetings when required, record and distribute minutes, and track action items to completion.Conduct research, prepare reports, and support special projects and assignments.Proactively identify opportunities to improve administrative processes and efficiency.Take ownership of assigned tasks and ensure timely completion of deadlines and commitments.2. Office Administration & OperationsSupport the smooth and efficient day-to-day operation of the office.Monitor office supplies, stationery, equipment, and inventory.Coordinate office maintenance, repairs, and service requirements.Liaise with building management, contractors, and service providers.Ensure office facilities remain organized, safe, clean, and operational.Assist in developing and maintaining office procedures and administrative systems.3. HR & Employee AdministrationSupport recruitment activities, including vacancy postings, interview coordination, and candidate communication.Assist with employee onboarding, induction, and preparation of joining documentation.Maintain accurate and confidential employee records.Support visa processing, employee documentation, and other HR administrative requirements.Maintain attendance, leave, and related records to support payroll administration.Assist with preparation of offer letters, contracts, and HR correspondence.Coordinate employee training, workshops, and engagement activities.Support proper documentation and compliance with company policies and applicable labor requirements.4. Travel ManagementCoordinate business travel arrangements, including flights, hotels, transportation, visas, and travel documentation.Obtain and coordinate travel approvals with relevant managers.Prepare and maintain travel itineraries and records.Ensure travel arrangements are efficient, well organized, and cost-effective.Provide timely assistance with travel-related queries and changes.5. Events & Corporate ActivitiesAssist in organizing company meetings, conferences, exhibitions, trade shows, and corporate events.Coordinate venues, registrations, accommodation, transportation, catering, and event materials.Support employee engagement activities, celebrations, and office functions.Coordinate with internal teams, vendors, venues, and external stakeholders to ensure successful event execution.6. Vendor, Procurement & Supplier CoordinationLiaise with vendors, suppliers, contractors, and service providers.Obtain quotations and support procurement and purchase processes.Coordinate service requests and monitor vendor performance.Maintain effective professional relationships with suppliers and service providers.Assist with service agreements and contracts as directed by the Administration Manager.7. Facilities & Office ProjectsSupport office relocation, expansion, renovation, fit-out, and improvement projects.Coordinate with contractors, suppliers, building management, and other stakeholders.Assist with office improvement initiatives and ensure project activities are followed up and completed on time.8. Records, Reporting & ComplianceMaintain accurate records relating to employee attendance, leave, travel, office activities, and administration.Prepare regular reports and maintain administrative databases.Ensure all records and documentation are accurate, updated, secure, and confidential.Support internal administrative compliance requirements and proper document control.9. Senior Management SupportProvide administrative and coordination support to senior management as required.Coordinate meetings, appointments, travel, and related documentation.Prepare confidential correspondence, reports, presentations, and meeting materials.Coordinate communication and follow-up between senior management and internal/external stakeholders.Track action items and ensure timely follow-up on assigned matters.Handle sensitive business and management information with a high level of confidentiality, integrity, and professionalism.Qualifications & ExperienceBachelor's Degree in Business Administration, Management, Human Resources, or a related field.Minimum 8–10 years of relevant experience in administration, office management, executive support, or a similar role.Proven experience supporting senior management and coordinating administrative operations.Strong experience in office administration, HR support, travel coordination, events, vendor management, and facilities coordination.Experience in visa processing, employee documentation, and travel arrangements is preferred.Experience in preparing meeting minutes, reports, presentations, and professional business correspondence.You may also register your profile through our website and apply here: https://www.nadia-me.com/job/details/532