Administrative Executive

Responsibilities

• Core duties (day-to-day):
• Route documents to management for signature and ensurethey are returned and forwarded to the relevant parties promptly.
• Relay messages and communications between management,internal staff, and external parties.
• Respond to routine and factual queries, escalating matters that require management's attention.
• Liaise with external organisations on correspondence, submissions, and related administrative matters, primarily routing items for management's signature and submitting them.
• Relay and coordinate correspondence with the Group's China office, including circulating documents for review, approval, and execution.
• Update and maintain existing records and tracking sheets, including stock inventory and driver overtime, using established systems and templates.
• Maintain and organize filing systems, records, andc onfidential documents.
• Handle incoming calls, emails, and visitors professionally.
• Periodic and administrative duties
• Track and process small claims, expenses, and driver overtime payments against existing records and simple payroll.
• Manage the renewal of road tax, insurance, and inspections for company vehicles (typically annual).
• Carry out periodic stock counts and reconcile against records.
• Circulate meeting links and assist with the practical coordination of meetings.
• Backup and cover
• Provide cover for scheduling, calendar management ,travel arrangements, and related coordination when the senior assistants areaway or otherwise occupied.
• Assist with ad-hoc tasks and other administrative duties as assigned by management.

Requirements

• Diploma in Business Administration, Management, or arelated field.
• Able to exercise sound judgment and anticipate needsrather than work purely reactively - for example, noticing missing documents orupcoming deadlines without being prompted.
• Able to read Chinese emails and correspondence(required, for external and China office matters).
• Minimum 3 years of relevant administrative experience.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Strong organisational and time management skills.
• Good written and verbal communication skills.
• Meticulous, resourceful, and able to maintain strict confidentiality.
• Reliable, discreet, and comfortable as a dependable point of support to senior management.
• Preferred
• Experience supporting senior management or directors.
• Familiarity with basic administrative and expense-tracking functions.

Additional Information

Administrative Executive We are seeking a reliable and detail-oriented Administrative Executive to provide day-to-day administrative support to senior management and ensure the smooth running of the office. This is a trusted support role within a small headquarters team. The work itself is steady and manageable rather than technically demanding, so the qualities thatmatter most are dependability, discretion, and the ability to anticipate needs and exercise sound judgment rather than work purely reactively.

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Company Intel

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