About this role
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.