Administration Associate 2

Responsibilities

1. Calendar and Schedule Management: Manage executive’s calendar and coordinate appointments, meetings, and events. Ensure seamless scheduling coordination both internally and externally to optimize the executive’s time and priorities.

2. Meeting Coordination: Prepare meeting agendas and materials in advance, ensure timely follow-up on action items to support effective execution and alignment across teams. Assist with documenting meeting minutes when required.

3. Transportation Coordination: Liaise with internal admin and driver teams to manage the executive’s transportation schedule. Confirm travel preferences in advance and ensure arrangements are communicated clearly and executed smoothly.

4. Document Preparation and Management: Draft, edit, and format correspondence, reports, and presentations with attention to detail and professionalism. Maintain a well-organized and secure filing system for both digital and physical records, including the executive’s sensitive personal documents used for legal or corporate processes.

5. Travel and Business Trip Arrangements: Plan and manage all aspects of domestic and international business travel, including itinerary creation, transportation, accommodation, and stakeholder coordination. Handle all necessary documentation and processes related to travel approvals, expense advances, and post-trip reimbursements.

6. Expense and Payment Handling: Prepare, process, and track expense reports, reimbursement requests, and executive-related corporate payments to ensure compliance and timeliness.

7. Internal and External Liaison: Serve as the key point of contact on behalf of the executive, liaising professionally with other executive secretaries, department teams, and external partners to facilitate smooth communication and efficient collaboration.

8. Special Projects Support: Assist in ad-hoc initiatives and special assignments as delegated, offering proactive coordination and high-level administrative support where needed.

9. Office Supplies and Administrative Support: Manage office supply inventory and procurement to ensure operational efficiency. Provide general administrative and occasional personal support to the executive, such as assisting with meal or beverage orders and handling day-to-day ad-hoc tasks.

10. Perform other duties as assigned.