Administrative & Executive Support Specialist (70% Admin Focus)

Office & Facilities Management (70% of job scope):

• Oversee building and equipment maintenance, ensuring a safe, clean, and well-functioning work environment.
• Maintain and manage equipment inventory, tracking purchases and stock levels.
• Coordinate with vendors and suppliers for services, supplies, and maintenance.
• Negotiate service contracts, ensuring cost-effectiveness and compliance with agreements.
• Supervise cleaning and hygiene standards, promptly addressing any concerns.
• Manage snack and beverage supplies, ensuring availability according to company plans

Executive Assistance to CEO & COO (30% of job scope):

• Manage executive calendars, ensuring accurate scheduling and availability.
• Process correspondence and communications for key executive updates and inquiries.
• Arrange travel, accommodations, and logistics for business trips and events.
• Draft memos, reports, and business communications for executives, staff, and clients.
• Act as a liaison between executives and internal teams, maintaining smooth office-wide communication.
• Assist in client coordination, ensuring timely communication and professional interactions.
• Support special projects as required, providing research, coordination, and administrative oversight.

• Excellent verbal and written communications skills
• Strong English comprehension
• Experience working alongside others and offering support to achieve shared goal
• Experience in an office environment or other professional setting
• Ability to handle multiple tasks while properly prioritizing urgent and high-impact work
• Ability to think proactively and show initiative
• Ability to exercise discretion with sensitive information, including client and employee data
• Self-starter personality and intellectual curiosity
• Strong problem-solving ability
• Comfort working with top-level managerial staff