Administrative Assistant

We are seeking a highly organized, professional, and proactive Assistant Manager – Executive Office to provide comprehensive administrative and operational support to senior leadership, including the CEO, Chairman, and executive management team. This role is critical in ensuring the efficient management of executive schedules, communications, projects, and day-to-day office operations.

The ideal candidate will possess excellent organizational abilities, strong communication skills, and the capability to handle multiple responsibilities while maintaining confidentiality and professionalism in a fast-paced corporate environment.

Key Responsibilities

Executive Support & Coordination

• Provide high-level administrative support to the CEO, Chairman, and senior management team.

• Manage executive calendars, appointments, meetings, and daily schedules to ensure maximum productivity.

• Screen incoming calls, emails, and correspondence, handling inquiries professionally and directing them appropriately.

• Coordinate and prioritize appointments, business commitments, and executive activities.

Meeting & Communication Management

• Organize, schedule, and attend internal and external meetings on behalf of senior management.

• Prepare meeting agendas, presentations, briefing materials, and supporting documents.

• Record, prepare, and distribute accurate meeting minutes while tracking action items and follow-up requirements.

• Draft, review, and respond to emails, letters, reports, and official correspondence.

Project & Business Support

• Contribute to and lead special projects related to the Chairman’s Office and executive management initiatives.

• Conduct research, compile data, and prepare reports to support strategic decision-making.

• Assist executives in monitoring project progress, deadlines, and operational objectives.

• Coordinate with internal departments and external stakeholders to ensure smooth project execution.

Travel & Event Coordination

• Arrange domestic and international travel, including flight bookings, hotel reservations, transportation, visas, and itineraries.

• Coordinate executive events, business meetings, conferences, and corporate functions.

• Ensure all travel and meeting arrangements are executed efficiently and cost-effectively.

Office Administration & Operations

• Maintain organized office systems, filing structures, and confidential records.

• Monitor and improve administrative processes to enhance efficiency and productivity.

• Manage important documents, contracts, and executive records with strict confidentiality.

• Support the smooth day-to-day operation of the Executive Office.

Leadership & Representation

• Act as a representative of senior management when required.

• Stand in for the CEO, Chairman, or assigned executive on routine matters during their absence.

• Build strong working relationships with internal departments, clients, business partners, and stakeholders.

• Handle sensitive and confidential information with integrity and discretion.

Requirements & Qualifications

• Bachelor’s Degree in Business Administration, Management, or a related field.

• Proven experience as an Executive Assistant, Personal Assistant, Office Manager, Executive Coordinator, or Assistant Manager.

• Strong organizational, planning, and multitasking abilities.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience in project coordination, executive support, and office administration.

• Ability to work independently and manage multiple priorities under pressure.

• High level of professionalism, confidentiality, and attention to detail.

Core Competencies

• Executive Administration

• Calendar & Schedule Management

• Project Coordination

• Business Communication

• Meeting Management

• Travel Coordination

• Office Administration

• Stakeholder Management

• Report Preparation

• Confidential Information Handling

• Leadership Support

• Strategic Planning Assistance