Administrative Assistant

We are looking for a highly organized and professional Administrative Assistant to the General Manager who will provide comprehensive executive, administrative, and coordination support. This role involves managing the General Manager’s schedule, meetings, correspondence, documentation, travel arrangements, reporting, and follow-ups. The successful candidate will work closely with internal teams and external stakeholders to ensure smooth communication and efficient operations.

Key Responsibilities

- Manage the General Manager’s calendar, appointments, meetings, priorities, and correspondence to ensure optimal time management.
- Prepare letters, reports, presentations, agendas, and other business documents with accuracy and professionalism.
- Coordinate meetings, prepare Minutes of Meeting (MOM), and track action items to ensure timely completion.
- Act as a liaison between the General Manager and department heads, employees, clients, vendors, and business partners to facilitate effective communication.
- Compile management reports, operational updates, and other information required for business reviews and decision-making.
- Maintain organized physical and electronic records, including contracts, agreements, and confidential documents, ensuring easy retrieval and security.
- Arrange domestic and international travel, including accommodation, transportation, visas, and detailed itineraries.
- Coordinate corporate events, conferences, management meetings, and other business functions.
- Support office administration tasks such as procurement, vendor coordination, supplies management, and facility requirements.
- Assist with purchase requests, quotations, invoice verification, expense tracking, and related documentation to support financial processes.
- Support the General Manager in monitoring projects, departmental initiatives, deadlines, and special assignments to ensure progress and completion.
- Handle confidential information with the utmost discretion and ensure compliance with company policies and document control standards.
- Identify opportunities to improve administrative processes and overall office efficiency, contributing to a productive work environment.

Required Qualifications

- Bachelor’s degree in Business Administration, Management, Commerce, or a related field.
- 2 to 4 years of experience as an Administrative Assistant, Executive Assistant, Personal Assistant, or Office Coordinator.
- Experience supporting senior management or executive leadership is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities with keen attention to detail and accuracy.
- Ability to multitask, prioritize responsibilities, and meet deadlines consistently.
- Strong coordination, follow-up, and problem-solving skills.
- Professional communication skills and business etiquette.
- High level of confidentiality, integrity, and discretion in handling sensitive information.

Preferred Qualifications and Additional Skills

- Experience with ERP systems or document management software is an advantage.

This position offers an excellent opportunity to work closely with senior leadership and contribute to the smooth functioning of the organization through effective administrative support and coordination.