What you will do

Calendar & Scheduling Support

• Maintain the senior leader’s calendar, including scheduling meetings, updating appointments, and resolving scheduling conflicts.
• Coordinate internal and external meetings, ensuring participants have accurate details, meeting links, locations, and materials as needed.
• Monitor calendar changes and help prioritize time effectively to support the leader’s daily and weekly commitments.

Meeting & Administrative Support

• Prepare meeting logistics, including agendas, conference rooms, video links, materials, catering, and other meeting needs.
• Assist with follow-up items, reminders, and coordination to help ensure tasks and commitments are completed on time.
• Provide general administrative support, including document preparation, data entry, filing, reporting, and special projects as assigned.

Travel Coordination

• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, meeting details, and itineraries.
• Monitor travel changes and assist with updates, cancellations, or adjustments to support smooth travel experiences.
• Ensure travel plans are completed accurately and in accordance with company policies and budget guidelines.

Expense Management

• Prepare, submit, and track expense reports for the senior leader accurately and in a timely manner.
• Collect and organize receipts, reconcile charges, confirm business purposes, and ensure proper documentation are attached.
• Follow up on outstanding expenses and support compliance with company expense policies.

Communication & Coordination

• Serve as a professional point of contact for the senior leader, responding to requests and coordinating information with discretion and confidentiality.
• Partner with internal teams, external contacts, and administrative colleagues to support priorities and ensure timely communication.
• Maintain organized records, track information, and support administrative processes that help the leader and team operate effectively.

Office Assistant Responsibilities

• Perform routine inspections and maintenance of the building, equipment, and furniture, and coordinate repairs and replacements as needed.
• Order, stock, and distribute office supplies, stationery, and equipment, and maintain inventory records.
• Work with the building management to manage the access card system, issue and deactivate cards, and monitor security logs.
• Receive, sort, and distribute incoming and outgoing mail, packages, and deliveries.
• Track and process purchase orders, invoices, and payments, and maintain budget records.
• Assist with the planning and execution of events, meetings, and trainings, and provide logistical support.
• Respond to requests and inquiries from staff, vendors, and visitors, and provide excellent customer service.
• Ensure compliance with health and safety, first aid, fire safety and other occupational health and safety matters in collaboration with the Facilities Manager and HR Business Partner.
• Welcome staff on their first day at the office.

What we are looking for

• High school diploma or equivalent is required.
• At least 3-5 years of experience in administration, facilities management or a related field.
• Working knowledge of building systems, equipment, and maintenance procedures.
• Proficient in Microsoft Office and other computer applications.
• Excellent communication, organizational, and problem-solving skills.
• Ability to work independently and as part of a team.

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