Administrative Executive

Role Overview

Supports office logistics, coordinates departments, and assists with HR and quality tasks to ensure smooth daily operations.

Responsibilities

1. Office Management
   • Manage studio housekeeping, including overseeing maintenance personnel and ensuring compliance with company policies
   • Maintain office supplies and equipment
   • Coordinate internal office moves
   • Ensure the company's property is well-maintained and adequate for business operations
2. Administrative Support
   • Assist in compiling studio personnel information
   • Manage staff records (leave applications, medical insurance, etc.)
   • Add and update information in Google Workspace and CRM 
   • Coordinate document delivery and printing
   • Liaise with visitors and guests
   • Maintain a register of sent and received items
   • Prepare expense reports
   • Maintain a schedule for meeting room usage
   • Organize document deliveries and distribute to staff
   • Confirm appointments and report any delays
   • Coordinate and record staff leave
   • Collate and prepare expense claims and leave reports for approval
   • Assist in arranging internal functions, events, and staff lunches
3. Quality Management
   • Assist with Quality Management System (QMS) administration, including data input and template standardization
4.  HR Management
   • Assist with HR tasks as requested, in coordination with the HR department
5. Team Leadership and Development
   • Offer professional guidance and assistance to subordinate staff
   • Ensure all staff provide updated contact details
   • Search for and interview candidates
   • Verify and report attendance and lateness
   • Centralize staff leave documents and prepare a summary report for the office manager
   • Review personal documents
   • Prepare staff leave applications
   • Maintain staff social security records
   • Prepare and update the Employee Handbook
   • Maintain employee records, contracts, and social security fund information
   • Conduct orientation programs for new employees
   • Evaluate the effectiveness of training programs
6. Technology & AI Integration
   • Utilize approved AI tools to assist with 
     • Document organization and management
     • Email drafting and communication
     • Meeting scheduling and calendar management
     • Basic data analysis and reporting
     • Information gathering and research
     • Process automation for routine administrative tasks

Experience & Background

• Administrative Expertise: At least 2 years of experience in an administrative or office support role.
• Office Operations: Proven experience in general office management and document control practices.
• Language Proficiency: Strong command of both written and spoken English and the local language.
• Tech Savvy: Highly proficient in Google Workspace and digital coordination tools.

Credentials

• Educational Foundation: Bachelor's degree in Business Administration, Human Resources, or a related field.
• Technical Knowledge: Understanding of Quality Management Systems (QMS) and CRM data maintenance.

Personal Attributes

• Service-Oriented: Proactive, dedicated, and possesses a strong service-minded attitude.
• Highly Organized: Excellent organizational skills with the ability to multitask and prioritize effectively.
• Trustworthy: Proven ability to handle sensitive information and maintain strict confidentiality.
• Interpersonal Skills: Exceptional coordination and interpersonal skills for liaising with diverse teams.
• Lifelong Learner: Adaptable mindset with a strong willingness to learn and integrate new technologies like AI.