Executive Assistant to General Manager
4 weeks ago
Overview
Company: International SOS
Job Title: Executive Assistant and Office Administration Officer
Shift Schedule: Monday-Friday
Work Set-up: Onsite
Be among the first 25 applicants. Direct message the job poster from International SOS.
Responsibilities- 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
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