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

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

Qualifications

• Post-secondary education strongly preferred
• 3-5 years of experience in a similar role preferred
• Professional discretion
• Ability to multitask and prioritise tasks
• Excellent time management skills
• Well-developed organisational skills and attention to detail
• Great verbal and written communication skills in both English and Mandarin
• Awareness and ability to be well presented at all time
•  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.