Office Administration And Executive Secretary

We are seeking a highly organized, proactive, self-motivated individual to join us as our Office Administrator & Executive Assistant to support the CEO and senior management team. This role is central to keeping the office running smoothly — managing executive schedules, coordinating sales documentation (quotations and invoicing), handling HR administrative functions, and taking on ad-hoc responsibilities as the business requires. The ideal candidate is a strong multitasker with excellent communication skills, sound judgment, and the ability to maintain confidentiality at all times. 1. Executive & Management Support Manage and coordinate the CEO's and senior management's daily schedules, calendars, and appointments. Arrange meetings, prepare agendas, and take minutes where required. Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries. Screen calls, emails, and correspondence, prioritizing and routing as appropriate. Prepare presentations, reports, and briefing materials for the CEO/management. Act as the primary point of contact between the CEO/management and internal/external stakeholders. 2. Quotations & Invoicing Coordination Track and monitor outstanding quotations, following up with relevant teams for timely submission. Maintain a schedule/tracker of invoicing timelines to ensure invoices are issued and payments are collected on time. Liaise with sales, finance, and clients to resolve discrepancies in quotations or invoices. Maintain accurate records of quotation and invoice status, flagging overdue items to management. Generate periodic reports on quotation-to-invoice conversion and outstanding receivables. 3. HR Administrative Support Assist with onboarding and offboarding processes (documentation, equipment, access, orientation scheduling). Maintain and update employee records, leave records, and attendance tracking. Support recruitment administration (scheduling interviews, coordinating with candidates, maintaining applicant records). Assist in preparing HR letters, contracts, and other employment documentation. Support payroll administration by collating relevant data (e.g., attendance, claims) for the finance/HR team. Help coordinate employee engagement activities, training schedules, and internal communications. 4. General Office Administration Oversee day-to-day office operations, including supplies, vendor management, and facilities coordination. Maintain proper filing systems (physical and digital) for company records and documents. Handle procurement of office equipment and supplies as needed. Support event planning for company meetings, functions, and client engagements. 5. Other Duties as Required Undertake ad-hoc projects and tasks assigned by the CEO or management team. Provide backup support across departments during peak periods or staff absences. Continuously identify opportunities to improve administrative processes and efficiency.