Administrative Executive (Workplace Team)

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

7. 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.

8. 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.

9. 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.