Administrative Assistant (Part-time)

Provide administrative and office services support to ensure smooth day-to-day operations, including reception, executive scheduling, facilities coordination, and general administrative duties. This is a 3-month, part-time engagement, with the possibility of extension. Key Responsibilities 1.     Reception & Visitor Management: a.     Receive and register visitors, ensuring a professional welcome. b.     Manage walk-in traffic and direct visitors to relevant stakeholders in a timely and discreet manner. c.     Upkeep the reception area, in line with corporate presentation requirements. d.     Ensure meeting rooms are prepared and reset according to schedule, including set-up and housekeeping coordination as needed. 2.     Communications & Executive Support: a.     Manage the main telephone line, including call screening, message-taking, and accurate call routing. b.     Handle general enquiries in a professional manner, ensuring timely responses and appropriate escalation when required. c.     Coordinate Senior Management calendars and appointments, proactively managing conflicts and priorities. 3.     Office Services &Facilities Coordination: a.     Perform routine checks of office and meeting room facilities to ensure operational readiness. b.     Liaise with contractors and service providers to arrange repairs and preventive maintenance. c.     Monitor inventory levels and coordinate procurement of office and pantry supplies in accordance with internal procedures. d.     Arrange business travel (flights, accommodation, visas, and ground transport) and support the submission of expense claims. 4.     Administrative Support & Business Coordination: a.     Coordinate internal meetings and events, including logistics, materials preparation, and room/venue set-up. b.     Maintain accurate records and documentation, including filing, scanning, photocopying, archiving, and retrieval. c.     Receive, record, and distribute incoming mail and correspondence, including cheques, in accordance with internal controls. d.     Coordinate courier and delivery arrangements, ensuring timely dispatch and receipt of items. e.     Provide additional administrative support and undertake ad-hoc duties as assigned. Requirements ·      Able to commit 3 working days (Tuesdays to Fridays) from 9.30 a.m.to 3.30 p.m. (inclusive of 1 hour lunch break) ·      Professional, well-groomed, and service-oriented, with a positive and calm demeanour ·      Strong interpersonal and communication skills; prior experience in a customer service role is an advantage ·      Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfortable learning new systems ·      Able to handle confidential information with discretion and maintain a high level of integrity ·      Able to multitask in a fast-paced environment and work independently with minimal supervision ·      Candidates who can start immediately will be prioritised