Admin cum Personal Assistant

Introduction / Job Summary

This role will support Office Manager in the office administration including the receptionist duty and provide an effective and efficient administration support to the Managing Director - Asia, including calendar management, expense claims, events and travel arrangements.

Job Responsibilities

1. Office Administration

• Support Office Manager in office administration and receptionist duties including event management.
• Manage the front desk reception area.
• Answer, screen and forward incoming calls to the right personnel and department.
• Visitor management, attending visitors in a professional and friendly manner.
• Receive deliveries and mail, organize them to be distributed to the correct recipients and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup (local and international).
• General housekeeping, purchasing and inventory of pantry and office supplies, and ensuring that supplies are always inventoried, ordered, stocked, and always kept tidy.
• Manage meeting room bookings, coordination of meeting arrangement and events.
• Coordinate office equipment maintenance, repair, and replacement with third-party vendors.
• Data entry and documents filing.
• Support Office Manager to liaise with building management on facilities issues as required.
• Handle travel arrangements including flight bookings, hotel reservations, visa application, etc. for travelers and visitors.
• Administration of all access passes for employees including new joiners and visitors.
• Organizing seating arrangements for overseas visitors and new joiners.
• Ordering and maintaining office supplies.
• Provide general administrative support for the office.
• Any other ad-hoc and related duties assigned.

2. Personal Assistant

• Responsible for the schedule management and arrangement of the Director and senior leadership, including schedule, work arrangement, preparation of various documents, preparation of various items, data management, expense reimbursement, etc.
• Act as the primary point of contact for the Director, managing the Director’s calendar, emails, and phone calls, and handling inquiries and requests with professionalism and efficiency.
• Coordinate and schedule meetings, conferences, and appointments for the Director, proactively remind the Director of events on the calendar, take initiative to ensure pre-preparation of the appropriate documents and materials and resources for upcoming meetings and appointments.
• Take minutes during meetings, ensuring accurate recording of discussions, decisions, and action items, follow up on all agreed follow-up action plans and timelines.
• Draft, prepare or edit letters, correspondences, reports, and materials for meetings where necessary.
• Research, arrange and organize all travel arrangements – visas, flights, hotels, restaurants, travel itinerary.
• Conduct research and gather information on various topics as requested by the Director, compiling and organizing data in a presentable format.
• Prepare business presentations utilizing advanced functions ofPowerPoint, Word, Excel, and/or any other office productivity tools.
• Engage with the leadership team, employees, management and other stakeholders on behalf of the Director.
• Maintain strict confidentiality and interact professionally.
• Maintain a systematic filing of records and safekeeping of different kinds of documents.
• Any other ad-hoc and related duties assigned.

Essential experience, knowledge, Skills and abilities

• Minimum 3 years of relevant experience in Secretary, PA, Admin role.
• High levels of integrity and ability to handleconfidential information.
• Ability to communicate effectively with various stakeholders.
• Good initiative, well organized, meticulous and able to work independently.
• Excellent interpersonal, networking, and communication skills.
• Organized, meticulous, and has a good sense of time management.
• Good knowledge of Excel, PowerPoint and ability to quickly adapt to new software and tools.
• Proactive and problem-solving attitude.
• Positive attitude and mindset, high interpersonal skill with problem solving.

Additional job information

• Full time
• Minimal Travel Required

What We Offer

• Excellent corporate culture
• Friendly and supportive team
• Working with multinational and multicultural team
• Fun working environment
• Career development and opportunity
• Open and transparent communication

At Brunel, we have built a truly sustainable and durable business model: connecting specialists to exciting career opportunities, supporting the development of these careers, and offering fair and equal employment.