Associate Office Assistant

Job description

Designation: Office Assistant Employment Type: Contractual Role ( Fixed term contract for 12 months) Role & responsibilities • Manage the executive's calendar, including scheduling meetings, appointments, and travel plans. • Coordinate domestic and international travel arrangements, including flight bookings, hotel reservations, local transportation, and travel itineraries. • Process and track travel expenses, reimbursement claims, and bill submissions in accordance with company policies. • Maintain records of invoices, bills, and supporting documents, ensuring timely submission and follow-up. • Coordinate meetings by scheduling, preparing agendas, arranging meeting rooms, and recording minutes where required. • Screen and prioritize emails, phone calls, and correspondence, ensuring timely responses and follow-ups. • Prepare presentations, reports, letters, and other business documents. • Maintain confidential files, documents, and executive records with complete discretion. • Liaise with internal departments and external stakeholders on behalf of senior management. • Track action items and ensure timely follow-up on pending tasks • Coordinate logistics for business visits, conferences, and leadership meetings. • Manage office supplies and administrative requirements related to the executive's office. • Provide general administrative support and undertake additional assignments as directed by senior management. Preferred candidate profile • Bachelor's degree in any discipline • 8 - 10 years of experience as an executive assistant, personal secretary, office assistant or similar administrative role • Experience in supporting senior leadership is preferred • Good at verbal and written communication skills • Proficiency in Microsoft Office