Management Assistant

Job Purpose

To ensure the smooth running of the organization by planning and coordinating administrative procedures, streamlining processes, and providing HR administrative support. 

Principal Accountabilities:

• Provide day-to-day executive support to the Managing Director and selected Business Managers.
• Maintain and manage diaries, meeting schedules, travel arrangements, and office correspondence.
• Coordinate internal and external communications and follow up on assigned action items.
• Implement and maintain an effective document and records management system (both electronic and paper-based), in line with company retention policies.
• Plan and coordinate logistics for meetings, workshops, and corporate events.
• Maintain and update databases related to staff travel, accommodation, and other business logistics.
• Ensure proper upkeep of the office environment, including cleanliness, safety, and working order of utilities and equipment.
• Liaise with vendors and service providers to ensure timely delivery of goods and services.
• Oversee contracts for cleaning, maintenance, and office support services.
• Ensure prompt processing of invoices related to office services and vehicle maintenance.
• Coordinate business travel and logistics for visitors and staff, both locally and internationally.
• Manage insurance renewals and claims for company vehicles, ensuring compliance with policy requirements.
• Support the HR Manager in recruitment processes, including job posting, application tracking, communication with candidates, and interview coordination.
• Administer onboarding programs and ensure new joiners receive timely support including induction, access, and documentation.
• Arrange pre-employment and annual medical exams for staff as required.
• Provide administrative assistance in the processing of work permits and visa applications for expatriates and international visitors.
• Assist in identifying staff training needs and coordinating training logistics.

Requirements

• Minimum Bachelors Degree in a Business-related field.
• Minimum 5 years of office management or administrative experience. HR experience is an added advantage.
• Strong administrative, organizational, and multitasking skills.
• Excellent communication, interpersonal, and customer service skills.
• Solid knowledge of administrative systems and business operations.
• High attention to detail and proven problem-solving abilities.
• Experience in facilities and vendor management.
• Strong negotiation skills and ability to work with people at all levels.