Administration Specialist
7 days ago
Key Responsibilities
1. Executive Support
l Coordinate all aspects of the President meetings, including scheduling, room booking, material consolidation, minute-summarizing and tracking status of action items as needed.
l Coordinate domestic and international travel arrangements (flights, accommodations, visas, itineraries, car rental) for the President.
l Serve as the liaison between the President and both internal and external stakeholders to ensure timely and professional communication.
2. General Administration & Employee Services
l Office Administration & Travel Support
– Supervise receptionist
– Manage travel and accommodation vendors (flights, hotels, car rentals).
– Coordinate travel arrangements for employees, including flights, accommodations, visa applications
– Provide ad-hoc administrative support such as event procurement/organizing, and seasonal office decorations.
l Visitor & Expatriate Support
– Manage accommodations, transportation, and visas for visitors.
– Assist expatriates and their families with work permits, residency, and daily life needs such as medical checkups, housing, moving, utilities, repairs and transportation etc.
l Company Vehicle Management
– Handle vehicle rentals, maintenance, safety checks, cleaning, and insurance claims.
Qualifications & Requirements
l Minimum 5 years of administrative experience, preferably supporting senior executives or teams.
l Experience in managing travel arrangements and coordination.
l Good organizational and communication skills with attention to detail.
l Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
l Ability to handle multiple tasks and prioritize workload effectively.
l Professional attitude with discretion and confidentiality.
l Fluency in English is mandatory; Mandarin and/or Japanese language skills are a plus.
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