Admin Executive (Executive Support) - Up to $4200

Redhill/ Queenstown

Monday 830am – 6.30pm, Tues – Fri 830am – 6.15pm

Up to $4200

Responsibilities

Managing Director (MD) Support:

• Provide comprehensive executive support to the Managing Director, including proactive calendar management, prioritisation of appointments, and resolution of scheduling conflicts.
• Prepare and manage confidential correspondence, expense claims, travel arrangements, itineraries, and meeting materials with a high level of accuracy and discretion.
• Coordinate meetings, develop agendas, record minutes where required, and track follow-up actions to ensure timely completion.
• Act as a key liaison between the Managing Director and internal as well as external stakeholders, maintaining professional, responsive, and confidential communication.
• Provide ad hoc support on presentations, reports, research, administrative duties, and special projects as assigned.
• Arrange travel, accommodation, airport transfers, and local transportation for visiting guests and regional leadership.
• Prepare detailed itineraries, manage logistics, and provide on-site support to ensure a seamless and professional hospitality experience.

Corporate Services:

• Manage and distribute incoming mail to relevant departments in a timely manner.
• Provide administrative support to HOD, including claims submission, document preparation, and information collation.
• Respond to emails and enquiries within stipulated service turnaround time (within 3 working days).
• Process and track Corporate Services-related invoices (e.g., travel, petrol/EV, photocopier, etc.).
• Prepare reports, presentations, and supporting documentation for Corporate Services.
• Coordinate travel bookings and logistics arrangements for HODs.
• Support ad hoc duties and additional responsibilities as assigned.

Corporate Social Responsibility (CSR):

• Provide administrative and coordination support to the HOD in planning and organising CSR initiatives for the organisation.
• Support the execution of CSR activities and events, including participation where required.
• Process and track CSR-related invoices, claims, and submissions to ensure accurate and timely documentation.
• Support additional ad hoc duties and responsibilities as assigned.

Requirements 

• Diploma or Degree in Business Administration or a related field.
• Minimum 2–4 years of experience in administrative or executive support roles.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Jessica Nguyen Huynh Thanh Truc

CEI Reg. No. R23113787

EA License No. 99C4599

We regret that only shortlisted candidates will be notified.