Executive Assistant & Office Associate

Tasks

• Executive Support:
• Management and coordination of executives' schedules and meetings
• Preparing, reviewing, and organizing documents, presentations, and reports for meetings and correspondence
• Handling incoming calls, emails, and other communications, prioritizing them, and responding accordingly
• Coordinating logistics for meetings, conferences, and events, including room reservations and catering
• Facilitating internal and external communication on behalf of executives, ensuring timely follow-up
• Assistance with preparing agendas and tracking tasks through to completion
• Support for project management tasks by tracking deadlines and delivery dates
• Maintaining confidentiality and handling sensitive information with discretion
• Providing proactive support by anticipating the needs of executives and managing competing priorities
• Organizing and coordinating travel plans, including flights, accommodations, and ground transportation
• Assistance with preparing expense reports, tracking budgets, and other financial administrative tasks
• Assistance with hiring new managers and administrative staff
• Identifying opportunities for process optimization
• Compliance with anti-money laundering and bank secrecy laws, as well as the relevant guidelines and procedures
• Customer Service and Office (Facilities):
• Greet and assist customers and visitors in the reception area, ensuring a positive and professional first impression
• Management of building access, including visitor registration and issuance of ID cards
• Answering and forwarding incoming calls and emails related to customer and office inquiries
• Coordinating and booking meeting rooms (booking system) and assisting with setting up meetings with the necessary equipment and materials
• Assistance with the organization and execution of client and internal company events, including logistics and guest management
• Monitoring and managing office supply inventory, placing orders when stock is low, and maintaining accurate records
• Ensuring compliance with office policies, safety regulations, and confidentiality standards
• Maintaining records of customer visits, service requests, and office incidents
• Serve as the primary point of contact for building management regarding cleaning, elevators, security, parking, air conditioning, building upgrades, and regulatory compliance
• Coordination of routine and emergency maintenance with building management
• Support with office layout planning, space optimization, and office expansion
• Monitoring employee access cards, parking, and security systems; ensuring compliance with security