Executive Assistant to General Manager

Overview

Company: International SOS

Job Title: Executive Assistant and Office Administration Officer

Shift Schedule: Monday-Friday

Work Set-up: Onsite

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• Provide office administration support services to ensure order, efficiency and effectiveness within the business environment.
• Manage Administrative Assistant/Receptionist and oversee overall administration of office premises including visitor access management, filing and storage system maintenance, courier, and inventory of stationery and pantry supplies.
• Monitor fixed asset management.
• Monitor performance and productivity of messenger and utility personnel.
• Coordinate with Building Management Office or external parties for office maintenance/repair matters (equipment repairs, carpet cleaning, air conditioning servicing, printer servicing or defects, pantry/grocery/equipment replenishment and maintenance).
• Ensure office readiness prior to the arrival of VIPs/guests.
• Responsible for controlling office and admin budgets and for relevant office admin rental/contract/servicing agreement negotiations to ensure ongoing cost effectiveness.
• Ensure office premises rental renewals are completed.

• Assist the General Manager, Philippines on daily operational matters.
• Execute secretarial duties, management and organization tasks; maintain strict confidentiality and professional interaction with all levels of management, staff, clients and business associates.
• Arrange meetings and related appointments; make travel arrangements for business trips with adherence to processes and approvals.
• Coordinate and follow up on instructions from the General Manager, Philippines with respective management staff.
• Coordinate Monthly Senior Management meetings and ensure meeting minutes and follow-up actions.
• Handle visa and work permit applications/renewals for all non-Filipino personnel; serve as liaison for immigration matters; assist with relocation tasks (e.g., accommodation arrangements, shipment of belongings).

• Track and report compliance with local data protection requirements.
• Assist in developing data protection audit plans and schedules.
• Plan and participate in data protection audits as required; assist with collation of audit reports and compliance documents.
• Track action plans and follow-up on data protection audits as required.

• Compliance with GAPP and SOP; make recommendations to automate administrative tasks where applicable.
• Perform other administrative tasks as assigned.

• Promote positive OH&S attitudes and ensure participation in approved OH&S training programs.
• Apply OH&S policy to ensure compliance and conduct inspections, audits, and corrective actions.
• Include OH&S performance in worker appraisals; ensure hazards and incidents are reported, investigated, and controlled; ensure workers are trained and supervised for safe work.
• Maintain relevant OH&S knowledge and ensure proper maintenance of plant and equipment.

Required Skills and Knowledge

• Proficient knowledge in office administration.
• Computer skills including spreadsheets and word processing; proficient level as applicable.
• Effective verbal and listening communication skills.

Required Work Experience

• More than 5 years of experience in an admin-related environment.
• Strong organizational and secretarial skills.
• Good command of MS Word, Excel and PowerPoint.

Required Qualifications

• Diploma or Bachelor's Degree in business-related subjects.

Required Languages

• Not specified in the provided text.

• Seniority level : Mid-Senior level
• Employment type : Contract
• Job function : Administrative
• Industries : Hospitals and Health Care