Executive Assistant & Office Administrator

Department – Administration

Job Status: Full time

Report to: General Manager & CEO

Position Summary

This unique position splits its time between the role of executive assistant and that of office administrator. The executive assistant role aids executives of a busy global forestry product supply chain management company and is entrusted to handle complex duties and confidential or sensitive information, while the office administrator role ensures a smoothly run office to support all functional teams’ daily operation.

Responsibilities & Duties

• Producing reports and preparing presentations
• Keeping front desk tidy and presentable with all necessary material
• Acting as the point of contact between the executives and internal or external colleagues
• Check, sort, and forward emails coming to company’s general mailbox
• Prepare outgoing mail by drafting correspondence, securing parcels etc.
• Monitor office expenses and costs
• Making travel arrangements and detailed travel itineraries
• Keep administrative records, files, and digital database updated and organised
• Taking dictation or meeting minutes and distributing them subsequently
• Handling correspondence for the office, such as emails, letters, packages, and phone calls
• Oversee office supplies and services, including restocking supplies, relocating employees to new areas, setting up desks and equipment for new hires, or creating important office forms
• Greeting and welcoming guests and visitors
• Take up other duties as assigned (make arrangement for staff lunch, travel, or events, etc.)
• Ensure availability to help colleagues and employees where necessary, answer questions, and address complaints
• Handling correspondence directed to managers
• Organising meetings and booking meeting rooms

Qualifications

• Great verbal and written communication skills in both English and Mandarin
• Awareness and ability to be well presented at all time
• Excellent time management skills
• Well-developed organisational skills and attention to detail
• Post-secondary education strongly preferred
• Ability to multitask and prioritise tasks
• 3-5 years of experience in a similar role preferred
• Professional discretion
• Intermediate proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)

Candidate Preferences

An ideal candidate will have a high ethical code and an earnest desire to present themselves to a very high professional standard, display good judgement in discretion when entrusted with confidential and sensitive information, possess excellent organisational and interpersonal skills, fully understand the meaning of stewardship, and take pride in helping and supporting people.