Entrepreneurship in the territories: is it the right time?
We are seeking an Associate to provide high-level administrative support to the Country Head and oversees the management of the office, ensuring smooth day-to-day operations of the office and supporting strategic initiatives. This role requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with discretion.
Executive & Team Support
- Coordinate travel arrangements for the country head, including scheduling meetings, managing calendar, processing expense claims and other business support functions.
- Assist team support like arranging video conferences, preparing pre-meeting materials, presentations and reports for internal and external meetings.
- Organize and support country-level events, team-bonding activities and leadership meetings.
- Prepare, compile, and facilitate sign-off on supporting documents and reports.
- Support the establishment and maintenance of corporate hotel rates.
Office Administration
- Oversee the general office administration and management.
- Support new office setup, renovation and maintenance of office equipment like system furniture, copiers etc.
- Liaise with office building management for lease documentations, drills and facilities management.
- Manage office access card and visitor access.
- Assist in maintaining adequate insurance and tracking of inventory of non-IT equipment.
- Prepare and manage the admin budget.
- Assist in general administration such as drafting visa invitation letters, general filing, scanning of documents, and maintaining a systematic document management system in shared drive / physical folders.
- Manage incoming and outgoing local / overseas courier mails.
- Responsible for supporting routine office operations, including receiving and preparing beverages for guests, managing office supplies and pantry inventory, and maintaining meeting rooms.
- Maintain office records & ensure compliance with health & safety standards.
- Assist with HR matters, including but not limited to onboarding, offboarding, work pass applications, benefits, and payroll preparation.
Marketing & Operations Support
- Liaise with vendor on the creation and issue of company marketing materials as required, including business e-cards and printed name-cards.
- Oversee corporate marketing materials including stationery, notebooks, company shirts etc.
Regional Office Collaboration
- Collaborate with Regional Executive Assistant team on consistency in policies and practices across Vena Group.
