ADMINISTRATIVE EXECUTIVE JOB DESCRIPTION

An Administrative Executive keeps an organization's internal operations moving by owning the documentation, scheduling, and coordination work that leadership and functional teams depend on daily. The scope is broad. In corporate settings, this role typically spans executive diary management, vendor correspondence, records filing, and cross-departmental liaison, all within the same week. Unlike an Office Manager, who owns the workplace itself, or an Operations Coordinator, who tracks project milestones, the Administrative Executive is measured on the accuracy and timeliness of the information that moves between people, not the systems those people use. Many roles at this level also carry board documentation preparation or budget reconciliation responsibilities, particularly in matrix organizations where EVP and SVP schedules require active conflict resolution.

As the Administrative Executive, you own the coordination of schedules, correspondence, records, and reporting that allows senior leaders and functional teams to operate without administrative interruption. The role typically sits within a corporate services or general management function, supporting one to three leaders and interfacing regularly with external vendors, auditors, and cross-regional counterparts.

Career Impact: Exposure to board-level documentation, EVP and SVP diary management, and cross-regional coordination builds the kind of multi-stakeholder credibility that accelerates a move into senior executive assistant or operations manager roles.

Business Impact: When a leader's schedule slips, a vendor invoice goes unprocessed, or a board report is late, the downstream cost is measurable; the Administrative Executive is the person who prevents each of those failures from occurring.

Growth Opportunity: The breadth of this role, spanning financial record preparation, event logistics, onboarding coordination, and compliance filing, expands your functional literacy in ways that support a lateral move into operations, project coordination, or chief-of-staff track roles.

• Coordinate schedules, meeting agendas, and travel arrangements for one or more senior leaders to ensure obligations are met without conflict.
• Prepare and proofread correspondence, reports, presentations, and board documentation to the accuracy standards required by leadership.
• Manage vendor and supplier relationships including purchase order processing, invoice tracking, and contract renewal monitoring.
• Maintain filing systems, records, and databases with current and accurate data in compliance with internal documentation standards.
• Support onboarding of new employees and contractors by coordinating access, equipment, and orientation logistics.
• Liaise with external parties including auditors, regulatory contacts, building management, and service providers on behalf of the organisation.
• Monitor and replenish office supplies, facilities, and equipment to maintain uninterrupted day-to-day operations.
• Compile and distribute periodic reports, expense summaries, and data submissions to support management decision-making.

• Bachelor's degree in Business Administration, Management, or a related field, or equivalent work experience.
• 2 or more years of administrative or executive support experience, with demonstrated ability to manage multiple concurrent priorities.
• Strong written and verbal communication skills in English, with the ability to produce clear, accurate correspondence and reports.
• Proven ability to handle confidential information with discretion across all levels of an organisation.
• Solid organisational and time management skills, including the ability to self-prioritise under deadline pressure.
• Experience coordinating with external vendors, contractors, or service providers on administrative or operational matters.
• Proficiency in productivity software, including word processing, spreadsheet applications, and presentation tools.

• Prior experience supporting C-suite or EVP-level executives in a matrix or multi-entity organisation.
• Exposure to procurement systems, ERP platforms, or accounts receivable processes in a corporate environment.
• Familiarity with board documentation preparation, budget oversight, or audit coordination.
• Proficiency in a second language relevant to the organisation's regional stakeholder base.

• Schedule conflict rate, measuring how often leadership obligations are disrupted by diary errors or missed follow-ups.
• Document accuracy rate, tracking the proportion of reports and correspondence requiring revision after submission.
• Invoice and expense processing turnaround time, reflecting how promptly financial documents are handled end to end.
• Vendor renewal compliance rate, measuring how many contracts and service agreements are actioned before their expiry date.
• Onboarding task completion rate, tracking whether new hire access, equipment, and orientation logistics are ready by the start date.
• Typical tools: productivity suites (commonly Microsoft Office 365 or Google Workspace); scheduling platforms (commonly Outlook Calendar or Google Calendar).

• Base Salary Range: $45,000 to $65,000 per year, depending on seniority and location
• Bonus: Discretionary annual bonus, typically 5 to 10% of base salary
• Equity: Generally not offered at this level in corporate administrative roles
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organisation
• PTO: 10 to 15 days annually, plus standard public holidays
• Common Perks: Hybrid work arrangements, professional development allowance, and employee assistance programs

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Successful completion of a background check is a condition of employment for this role. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Candidates requiring a reasonable accommodation to participate in the hiring process should notify the recruiting team at any stage. Applicants must be legally authorized to work in the United States.

The Administrative Executive delivers end-to-end commercial support across room reservations, proposals, contracts, and rate agreements to advance the hotel's business acquisition and conversion goals. Working alongside commercial leaders and external stakeholders, including event contractors and suppliers, the role ensures timely, accurate coordination of groups, meetings, and events that directly sustain Hilton's revenue performance.

Key Responsibilities

• Provide administrative support to commercial leaders to ensure commercial success in business acquisitions and conversions.
• Qualify business opportunities and respond to all enquiries in a prompt and professional manner.
• Prepare daily, weekly, and monthly reports and presentation slides.
• Prepare proposals and contracts for groups, meetings, and events.
• Prepare corporate rate agreements and follow up on accurate rate loading upon receipt of signed agreements.
• Quality check on accurate rate loading for accepted RFPs.
• Support in the coordination of site inspections and conduct site inspections independently.
• Follow up on rooming list, groups cut off, and final bill settlement of groups, meetings, and events.
• Prepare welcome letters, thank you messages, and follow up on post-event feedback forms.
• Monitor and maintain stock of stationery and corporate gifts, and reorder or source new products when stock runs low.
• Establish good working relationships with internal and external stakeholders, including guests, event contractors, and suppliers.
• Maintain timely and responsive communication with guests and ensure follow-ups.
• Participate in hotel organised sales activities, including sales blitzes, wedding shows, and Hilton-organised sales initiatives.
• Maintain an accurate and updated database of accounts and contacts in Delphi fdc, comply with brand standards, and support internal audits and mystery shopping calls.
• Participate in the SCOUT referral business leads program and support Hilton Honors enrolment and revenue contribution.
• Guide sales coordinators in administrative skills and the use of systems.

Required Qualifications

• Relevant diploma or degree in hospitality or business discipline.
• Minimum 3 years of experience in a similar capacity.
• Prior knowledge and use of Delphi.Fdc.
• Knowledgeable with hotel products and committed to delivering the highest guest satisfaction.
• Proficient in creating and managing room reservations, accounts, and bookings in Delphi FDC.
• Strong presentation and communication skills.
• Strong administrative, planning, and organisational abilities.
• Passionate about delivering exceptional guest experience with a warm, sincere, and inclusive approach.
• Energetic, proactive, confident, reliable, and positive in exploring alternatives for better team performance.
• Excellent command of written and spoken English.

Embedded within the operations function, the Administrative Executive owns the full procurement cycle, including purchasing records, supplier approvals, overseas shipments, and inventory management to keep deliveries on schedule. Working closely with engineering and operations departments as well as approved vendors, the role ensures accurate documentation, stock control, and office administration standards that support smooth day-to-day business operations.

Core Functions

• Perform day-to-day coordination and manage all aspects of procurement, timely deliveries, overseas shipments, and logistics.
• Prepare, issue, and maintain proper records of the purchasing function in accordance with company requirements.
• Liaise with engineering and operations departments on materials and hardware requirements.
• Manage supplier approvals and assist with maintenance of the approved vendor list.
• Administer goods received, goods issued, pick lists, inventory counts, and proper filing of documents.
• Prepare and issue proforma invoices and shipping documentation.
• Maintain general housekeeping in the office, including pantry and stationery.
• Assist with inventory management, including stock control and inventory records, and support annual stock take and reconciliation.
• Provide general office administrative support, including office equipment, services and maintenance, and assist in ISO audit documentation.
• Oversee administration of company training needs, including compiling training data, and act as a liaison between the company and employees.
• Assist with any other ad-hoc projects or duties as assigned.

Qualifications & Experience

• Diploma or degree in Administration, Procurement, or Logistics.
• Minimum 2 to 3 years of similar experience.
• Knowledge of logistical operations an advantage.
• Proficient in Microsoft Office.
• Knowledgeable in ERP or other relevant tools and technology.
• Meticulous, organised, and detail-oriented.
• A strong sense of initiative and a team player mindset.
• Good working knowledge of written and oral English.

Reporting to the Executive Director, the Administrative Executive delivers confidential support across itinerary management, SAP and Ariba requisitions, SharePoint oversight, and corporate event coordination within the MS&T organisation. Partnering with the MS&T leadership team and cross-functional stakeholders, this work keeps communications, onboarding, and operations running so senior leaders can focus on strategic priorities.

Primary Duties

• Support the Executive Director and leadership team in managing itineraries, daily workload, and all requests in a confidential, professional, and efficient manner.
• Manage onboarding for new hires, contractors, and vendor access to the MS&T organisation.
• Support communications, including townhalls, office hours, team building activities and the MS&T newsletter.
• Own and maintain the MS&T SharePoint site, including metrics and knowledge management.
• Manage MS&T social events, travel, and coordination of key corporate visits and events.
• Support engagement teams within MS&T and assist in the preparation of correspondence, presentations, and reports.
• Place and track SAP and Ariba requisitions and organise and coordinate leadership meetings as required.

Skills & Qualifications

• High School degree required, with an Associate degree or some college desirable.
• 4 to 7 years of experience in a busy administrative or similar role.
• Excellent PC skills, including Microsoft Office Suite, SAP, Ariba, and OrgPlus.
• Proven event management, interpersonal, and organisational skills.
• Proven ability to multitask.
• Able to communicate and collaborate cross-functionally with internal and external stakeholders.
• Flexible and adaptable to changing business needs with strong problem-solving ability.

Sitting at the intersection of education service delivery and professional accreditation compliance, the Senior Administrative Executive leads planning and reporting functions that keep the Faculty aligned with bodies including MQA, MMC, and AMC. Operating across internal teams and external accreditation organisations, this role drives reform initiatives and data-quality reporting within the Education Management Office to sustain high standards of operational excellence.

Duties

• Plan and manage delivery of education services and accreditation requirements in alignment with Faculty policy and procedures.
• Contribute to ongoing reform and innovation to ensure operational efficiency and excellence within the Education Management Office.
• Deliver professional services to internal and external stakeholders efficiently and excellently.
• Build and sustain effective working relationships with accreditation bodies, professional bodies, faculty, and academics.
• Maintain accuracy of data and provide periodic reporting and data compilation for accreditation and quality assurance purposes, including SETARA, DSETARA, MyRA, MQA, MMC, and AMC.
• Contribute to the planning and implementation of complex projects.

Requirements

• Preferably a relevant degree or equivalent experience in accreditation and education management services.
• Demonstrated commitment to innovation, reform, and high-quality service delivery.
• Ability to communicate effectively both orally and in writing, consistent with the requirements of the role.
• Well-developed skills in digital technology, including online platforms for collaboration and work management.
• Good organizational skills with a detail-oriented approach.

A key member of the society's operations team, the Administrative Executive builds and maintains member-facing services, including enquiry management, website updates, invoice preparation, and logistical support for events such as the Annual General Meeting. Collaborating across management, members, and external contractors, the role supports publicity, ad-hoc projects, and the smooth delivery of all organised activities.

Functions

• Answer enquiries from stakeholders and direct them to the respective person in charge.
• Oversee maintenance of IT, software, and equipment, including renewal of licences and telecommunications concerns.
• Issue terms of reference and letters of appointment to members and retrieve letters of acceptance.
• Upload and periodically update information on the company website and monitor website activities.
• Prepare quotations, issue invoices, and receipts upon receipt of payments.
• Provide logistic and administrative support for all organised activities, including the Annual General Meeting.
• Disseminate relevant information to members and support the design and production of artwork for publicity.
• Participate in ad-hoc projects, events, and any other duties as assigned by management.

Experience & Qualifications

• Minimum diploma holder or above, with candidates possessing relevant qualifications but no experience welcome to apply.
• At least 1 year of working experience in an administrative role is advantageous.
• Ability to start immediately or on short notice preferred.
• Familiar with Zoom.
• Proficient in pivot tables and VLOOKUP.
• Willing to learn and possesses a positive attitude.

Accurate financial operations and well-managed office administration depend on the Accounting & Administrative Executive, who delivers oversight of HK and foreign banking accounts, payroll, vendor payments, and employee benefits, including MPF. Serving as the central point of coordination between the Finance and Accounting Senior Manager, bank relationship managers, and service providers, the role sustains compliant, timely financial processes across the organisation.

Accountabilities

• Monitor and manage HK and foreign office banking accounts, fixed deposits, and payment arrangements to vendors and suppliers.
• Manage staff expense claims and liaise with bank relationship managers on banking-related matters.
• Support Finance and Accounting Senior Manager on monthly closing and manage payroll, compensation, and employee benefits, including MPF and annual leave.
• Assist in arranging meetings and business trips and manage all general office administrative matters, including reception, office supplies, facilities, IT equipment, and courier handling.
• Liaise with building management, service providers, and insurance companies, and track renewals of contracts and insurance policies.
• Handle other ad-hoc assignments as required.

Position Requirements

• Degree in Finance, Accounting, or a relevant field.
• Prior working experience in accounting and office administration.
• Experience with company online banking management and payment processes.
• Proficient in Microsoft Excel.
• Strong analytical and detail-oriented skills.
• Proficient in English and Chinese.

As the Administrative Executive, this role shapes the front-line experience of a school environment by staffing the front desk, managing office assets and supplies, and coordinating projects alongside the registrar and admission officer. The school management team relies on this work to ensure visitors, external service providers, and daily administrative functions are handled efficiently and professionally.

Activities

• Assist the registrar and admission officer in daily administrative support and handle queries via calls, courier services, and mail.
• Oversee inventory, upkeep, and monitoring of office assets, supplies, equipment, and facilities.
• Serve as the first point of contact for visitors by staffing the front desk and liaising with external service providers.
• Participate in projects and coordinate company activities as required.
• Assist in daily office administrative functions as assigned by school management.

Knowledge, Skills & Abilities

• At least a relevant diploma qualification, with a degree being advantageous.
• At least 2 years of work experience in a similar role in a school setting.
• Excellent written and verbal communication skills with high proficiency in English.
• Knowledge of Mandarin (both verbal and written) to liaise with Mandarin-speaking clients and stakeholders.
• Ability to multitask, willingness to learn.
• Ability to work independently or collaboratively with a team.
• Good interpersonal and communication skills.

Communications & Administrative Executive owns the development and management of content across media, corporate publications, financial presentations, and tenant communications while providing logistical support for corporate and community relations events. The work directly supports the organisation's external reputation and stakeholder engagement by ensuring online platforms, publicity materials, and cross-functional administrative coordination are handled accurately and on time.

Operational Focus

• Develop, write, and contribute content for media, corporate activities, publications, financial presentations, and tenant communications.
• Provide, update, and manage content on online platforms.
• Plan, execute, and provide logistic support for corporate and community relations events and activities.
• Assist with administrative assignments, including liaison with teams on administrative, publicity, IT, and other matters.
• Perform other responsibilities and duties as assigned from time to time.

Professional Experience

• Minimum diploma, preferably in mass communications, public relations, journalism, or business.
• At least 2 years of experience in corporate communications.
• Familiarity with online web tools for designing is a plus.
• Proficient in Microsoft Office and Microsoft Excel.
• Knowledge of data entry and administrative support.
• Meticulous with good organisational, interpersonal, and marketing communications skills.

The Secretary cum Administrative Executive oversees timeline coordination between the Director and internal and external parties, managing meeting organisation, minutes, periodical reports, and office procurement to keep information flowing accurately across the organisation. Supporting assigned Business Units as well as the Director, the role sustains the administrative infrastructure that enables leadership and operational teams to function without disruption.

Key Deliverables

• Manage coordination and monitoring of timelines between the Director and internal and external parties, with constant follow-up on all ongoing projects.
• Provide secretarial support, including organising meetings, preparing meeting minutes, and presentation materials.
• Ensure proper record keeping, consolidation, and circulation of periodical reports to company group members.
• Manage office administration duties, including procurement of pantry and stationery supplies, office equipment maintenance, and incoming and outgoing mail and despatch services.
• Provide administrative support to assigned Business Units as required.

Education & Experience

• Minimum diploma in any discipline.
• At least 3 years of experience in administrative and secretarial support.
• Proficient in MS Office applications, including Word, Excel, and PowerPoint.
• Good written and verbal communication skills.
• Strong organisational skills and the ability to multitask.
• Resourceful and able to work independently with minimum supervision.

Embedded within the management team, the Administrative Executive develops trusted client relationships and supports daily operations through insurance claim enquiry handling, quotation preparation and billing, alongside general administrative and operational duties. Working closely with management and clients to improve company processes and product offerings, the role ensures accurate records and responsive service that strengthen client satisfaction and business performance.

Areas of Ownership

• Provide strong administrative support to management and assist in insurance claim enquiries.
• Prepare quotations, proofread documents, and handle billing of clients.
• Build relationships with clients and leads to serve as a trusted advisor.
• Engage in discussions on improving company processes and product offerings.
• Handle recording, daily operations, and other ad-hoc administrative duties as assigned.

Background & Experience

• At least 1 year of related or relevant experience.
• Proficient in Microsoft Office with strong IT skills.
• Proficient in English and Chinese to liaise with Mandarin-speaking clients.
• Organised, meticulous, and able to work under pressure and in a team.
• Good communication skills.

Reporting to senior leadership, the Administrative Executive oversees operations, safety, and vendor management across multiple assigned locations encompassing security, janitorial services, space management, and business continuity planning. Partnering with Corporate Security, IT, Real Estate, and Finance teams alongside external vendors, the role maintains safe, compliant, and operationally ready workplaces that support the organisation's financial performance and employee experience.

Role Responsibilities

• Oversee operations and maintenance of all assigned locations with a focus on safety, workplace services, financial performance and continued readiness.
• Develop, implement and enforce policies and procedures related to business continuity, facilities services, building safety, physical security, and office operations.
• Manage staffing levels and provide leadership, coaching, development, performance management and payroll processing to direct and virtual teams.
• Oversee physical security operations at assigned locations in partnership with vendors and Corporate Security.
• Ensure all service requests are resolved in a timely and satisfactory manner and maintain relationships with internal working groups and departmental contacts.
• Manage new account allocation, including coordination with IT, Real Estate, Finance, Security and required vendors.
• Implement and oversee vendor services via SOWs and service contracts for janitorial, security, first aid, office supplies, furniture, and general maintenance.
• Coordinate internal and external audit processes, certifications and compliance, and provide continual evaluation of processes and procedures.
• Support onboarding of employees, including seat assignments, access and security badges and desk set-up.
• Manage Move, Add, and Change and space management operations, and respond to after-hours facility emergencies as required.

Technical Qualifications

• Bachelor's degree required, or IFMA Facilities Management Professional or Certified Facility Manager credential with relevant certifications instead of a degree.
• Minimum 3 to 5 years of experience managing workplace services and office facilities teams across multiple locations or single locations with 1,500 or more seated staff.
• Demonstrated progressive management experience with the ability to manage and develop direct and remote teams.
• Knowledge of security systems, access control, camera systems, construction and decommission projects, and office build-outs.
• Experience working with property management firms, building inspectors, regulatory auditors, and facilities vendors.
• Proficient in Microsoft Office, including extensive experience in Excel, SharePoint, accounting, purchasing platforms, and web-based applications.
• Fluent in English and Spanish, both verbally and in writing, with excellent communication skills.
• Strategic thinker with strong interpersonal, negotiation, and influencing skills and high attention to detail.
• Able to handle multiple demands, set priorities, and deliver high-quality work in a fast-paced, ambiguous environment.
• Ability to travel domestically up to 25% as required.

Sitting at the intersection of executive support and office operations, the Executive Administrative Assistant advances leadership effectiveness for the Head of Clover by managing complex schedules, travel itineraries, expense submissions, and all-hands meeting coordination across the organisation. Operating across senior leadership and external contacts at the Sunnyvale office, the role ensures confidential information is handled with integrity while enabling the leadership team to meet its obligations with precision.

Job Functions

• Proactively manage day-to-day schedules and resolve conflicting time demands to ensure leadership obligations are met in an organised and efficient manner.
• Handle a wide variety of administrative functions, including scheduling appointments, meeting preparation, and travel itineraries.
• Establish and maintain highly confidential files and records, and prepare reports and presentations, including complex and confidential data.
• Coordinate internal and external meetings including team, client, all-hands, off-site and one-on-one meetings.
• Execute all general administrative duties, including business travel coordination, expense submission, and email monitoring for urgent items.
• Serve as Office Services coordinator for the Sunnyvale office, including managing vendors and overseeing floor plan and light office management activities.
• Act as front-line contact for the leader by responding to enquiries with a positive and professional manner, exercising independent judgement and escalating issues with appropriate urgency.
• Maintain confidentiality and integrity regarding sensitive matters and assist the team with projects as needed.

Required Qualifications

• High School Diploma or equivalent required, with an Associate's Degree preferred.
• Minimum 5 years of proven success as an Executive Assistant to senior-level executives in a fast-paced environment.
• High level of proficiency with MS Office O365 and G Suite, including Gmail, Google Meet, and Google Docs.
• Proven ability to maintain confidentiality with strong interpersonal skills across all levels of personnel.
• Highly organised with excellent written and verbal communication skills and strong time management ability.
• Able to handle multiple tasks, changing priorities, and aggressive deadlines with a high degree of accuracy and professionalism.
• Travel approximately 5%.

A key member of the office operations team, the Administrative Executive develops and sustains reliable front-line services across correspondence management, filing, vendor liaison, and company event coordination at headquarters and branch locations. Collaborating across internal teams and external suppliers, the role ensures smooth daily operations so that the organisation's administrative and support functions run consistently and efficiently.

What You'll Do

• Serve as the first point of contact for internal and external customers seeking support and information.
• Write and distribute emails, correspondence, memos, letters, faxes and forms, and coordinate scheduling and meetings.
• Maintain filing systems, monitor maintenance and utilities and liaise with vendors and contractors for respective projects.
• Order office supplies, research new dealers and suppliers and provide administrative support at headquarters and branches.
• Assist in coordinating company events and ensure smooth running of overall office operations.
• Handle coordination and distribution of documentation and perform ad-hoc duties as assigned.

Qualifications & Experience

• Diploma, Advanced Diploma, Bachelor's Degree or equivalent in Administration, Management or related field.
• At least 2 years of working experience in a related administrative field.
• Proficient in Microsoft Excel and Word.
• Knowledge of general office equipment, including computers, phone systems, printers, scanners, and fax machines.
• Required languages: English, Bahasa Malaysia, and Mandarin.
• Well organised, detail-oriented, and attentive with strong initiative and problem-solving skills.
• Strong interpersonal and communication skills.

Efficient executive leadership depends on the Administrative Executive, who produces detailed travel arrangements, invoice processing, board documentation, and calendar coordination for EVP, SVP, and President-level leaders in a complex matrix organisation. Serving as the central administrative resource for top-level executives, the role proactively resolves scheduling and operational issues using strong independent judgment to keep leadership running without interruption.

Day-to-Day Responsibilities

• Provide comprehensive administrative and technical support to executive leadership, including EVP, SVP, and President-level.
• Manage schedules and calendars, coordinate meetings and events, and prepare detailed travel arrangements.
• Manage and process invoices, expense approvals, and other requests with minimal guidance and direction.
• Assure accuracy and availability of office records, files, resource data, reports, basic budget oversight, board documentation preparation, and materials management.
• Proactively anticipate and address administrative and technical issues, exercising strong independent judgement to recognise the specific needs of leaders.

Skills & Qualifications

• Bachelor's degree or equivalent years of experience required.
• 5 to 7 or more years of relevant experience, preferably in a matrix organisation and complex work environment.
• Experience with Board of Directors document preparation and materials management for top-level executives.
• Strong proficiency in MS Office, including Word, PowerPoint, and Excel.
• Progressive experience in receiving, analysing, and interpreting complex data and information.

Administrative Executive produces tax invoices, delivery orders, quotations, and monthly reports while managing stock orders, banking deposits, and direct customer follow-up to support the sales team's day-to-day operations. Success in the position means delivering meticulous, timely administrative output with minimal errors so the sales team can focus on customer relationships and revenue without operational disruption.

Work Activities

• Provide strong office, sales support, and operational tasks, including issuing tax invoices, delivery orders, and clerical work with accurate data entry and report preparation.
• Match monthly reports and ensure accuracy, handle weekly banking deposits, and postal services.
• Manage stock orders and sourcing of products, and create quotations for the sales team.
• Answer phone calls and reply to customer emails and enquiries promptly and professionally.
• Contact customers for payment and follow up on service issues, including making calls or meeting customers face-to-face.

Experience & Qualifications

• Diploma with a minimum of 3 years of administrative experience.
• Strong proficiency in most functions of MS Office programs.
• Highly meticulous with strong observation skills, ability to pick up or predict errors, and meet short deadlines.
• Able to work under pressure and complete tasks with minimal mistakes.
• Strong follow-up skills and work independently once trained.
• Confident in customer-facing interactions and proactive in solving problems once discovered.
• Reliable, responsible, punctual, a team player, and possesses a positive mindset.

The Administrative Executive coordinates full administrative support for a real estate consultancy team, managing schedules, email, reports, proposals, presentation materials, expense claims and travel arrangements to enable high team productivity. Reporting to the Head of Department and liaising with clients on behalf of the team, this work ensures professional responsiveness and smooth operations across all departmental activities.

Performance Expectations

• Provide full administrative support to the team, including extensive schedule and email management for the department.
• Organise meetings and client entertainment for the department and take minutes as required.
• Assist the team with reports, letters, proposals, presentation materials, and other document preparation.
• Handle monthly expense claims submission and invoice preparation for the department.
• Handle enquiries in a professional manner and arrange travel, accommodation, and itineraries as required.
• Perform any other duties as assigned by the Head of Department.

Position Requirements

• Diploma holder with at least 1 year of administrative experience preferred.
• Excellent communication skills to liaise with the team and clients.
• Advanced skills in Microsoft Office and strong IT literacy.
• Excellent organisational and prioritising skills.
• Tactful and able to handle sensitive data.

Embedded within a project-based environment, the Administrative Executive executes technical and non-technical documentation for projects while supporting operational and general office administrative tasks that keep project workflows on track. Working closely with clients and vendors to address operational and project needs, the role ensures that accurate, well-organised documentation underpins effective project delivery across the organisation.

Core Responsibilities

• Formulate technical and non-technical documentation for projects.
• Liaise with clients and vendors for operational and project needs.
• Perform administrative and operational tasks for projects.
• Accountable for general office administrative tasks.
• Assist in miscellaneous operational work as required.

Knowledge, Skills & Abilities

• Good understanding of desktop, web, and mobile applications.
• Ability to understand technical concepts in software engineering.
• Good writing skills.
• Excellent interpersonal and communication skills.
• Meticulous in performing assigned work with good organisational skills.

Reporting to the Business Unit General Manager, the Administrative Executive coordinates customer database management in Globe 3, accounts receivable follow-up, payroll processing, and WIP stock monitoring across sales, production, and office administration functions. Partnering with the Logistics Team and Assembly and Production Supervisor, the role ensures timely, accurate data and documentation that keep the manufacturing operation compliant and running smoothly.

Key Responsibilities

• Maintain customer database by updating customer and account information and data in Globe 3 system accurately and in a timely manner, following established documentation flow.
• Liaise with the Logistics Team for customer deliveries and ensure shipment confirmation in the Globe 3 system.
• Handle general office administrative tasks including stationery replenishment, postage, telecommunications, office maintenance, processing of medical claims and monitoring of staff attendance.
• Compile and update employee records, calculate monthly claims and allowances and maintain proper filing of documents.
• Record and update collections in Accounts Receivable, follow up on debtor payments and arrange monthly statements of accounts and invoices to customers via email.
• Prepare and file payment vouchers and assist the Assembly and Production Supervisor in monitoring daily raw material and WIP stock movement and picking list preparation in Globe 3.
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Professional Experience

• Minimum 3 years of administrative experience in a manufacturing environment.
• Proficient in the Globe 3 system or equivalent ERP system.
• Excellent administrative, organisational, and planning skills.
• Strong attention to detail.
• Able to multi-task and work in a fast-paced environment.
• Good written and verbal communication skills.

Sitting at the intersection of sales administration and technical coordination, the Administrative Executive elevates the customer experience by handling sales enquiries, preparing quotations, processing confirmed orders, and scheduling onsite installations, implementations, and training. Operating across the Sales and Technical teams in close collaboration with engineers and IT staff, the role ensures repair calls and order fulfilment are managed efficiently from first contact through to completion.

Core Functions

• Attend to incoming calls on sales enquiries and repair calls.
• Provide support to the Sales team on appointment setting and coordination.
• Prepare sales quotations, follow up on confirmed sales orders, and process sales orders, including scheduling onsite installations, implementations, and training for customers.
• Assist and coordinate scheduling of repair calls for technical engineers and IT staff.
• Work closely with the Sales and Technical team.
• Perform other related administrative duties as assigned by superiors.

Education & Experience

• Possess N or O level, Diploma, or professional qualifications in any field.
• Experience in general clerical, administrative, sales coordination, or customer service work.
• Knowledge of Microsoft Office applications with strong internet proficiency.
• Able to multi-task and adapt to a fast-paced working environment and manage stress while working independently.
• Responsible work attitude with a cheerful personality, with a preference for candidates able to start immediately.

Seamless APAC executive operations depend on the Administrative Executive, who guides extensive meeting scheduling, travel arrangements, expense reports and corporate event planning for two to three senior executives reporting to the APAC Head. Serving as the administrative cornerstone for the APAC leadership function, the role prepares budget forecasts, financial records, and a wide variety of correspondence to keep senior decision-making supported and on track.

Duties

• Manage and plan extensive meeting schedules and travel arrangements for 2 to 3 senior executives reporting to the APAC Head.
• Communicate effectively with executives, leaders, and team members across the organisation.
• Prepare a wide variety of forms, documents, and reports, including budget forecasts, financial records, and Excel sheets.
• Complete expense reports and reimbursements.
• Assist with planning of corporate events, including conferences, seminars, and luncheons.

Technical Qualifications

• Bachelor's degree in any business discipline.
• Experience in executive support, administrative, and secretarial work.
• Prior experience in financial institutions.
• Advanced Microsoft Excel user and proficient in other Office applications.
• Exceptional written and verbal communication skills with fluency in English and Chinese, and knowledge of French desirable.
• High sense of urgency with the ability to work efficiently and under pressure.