Junior Executive Assistant & Administrative Coordinator

The Junior Executive Assistant & Administrative Coordinator provides administrative and coordination support to Management and the Administration team. This role is responsible for assisting with executive scheduling, office administration, facilities coordination, contact management, and basic finance administrative duties.

The ideal candidate is organized, detail-oriented, proactive, and eager to learn. This position offers the opportunity to gain exposure to executive support, office operations, vendor coordination, and business administration in a dynamic work environment.

Key Responsibilities

Executive & Personal Assistant Support

• Assist in managing management's calendars, appointments, and meeting schedules.
• Coordinate meeting arrangements, venue bookings, and logistics.
• Prepare meeting materials, presentations, and reports when required.
• Screen and manage incoming calls, emails, and correspondence.
• Track meeting action items and follow up on outstanding matters.
• Provide administrative support to Management on daily operational matters.
• Assist with travel arrangements, accommodation bookings, and other coordination requirements.

Administrative Support

• Provide day-to-day administrative support to ensure smooth office operations.
• Maintain physical and electronic filing systems.
• Prepare letters, documents, forms, and business correspondence.
• Handle office stationery and pantry inventory replenishment.
• Assist in organizing company events, meetings, and staff activities.
• Maintain and update company records and documentation.
• Liaise with external vendors and service providers as required.

Contact Management

• Maintain and update customer, vendor, and stakeholder contact databases.
• Ensure records and contact information remain accurate and updated.
• Coordinate follow-up communications and appointment scheduling.
• Support stakeholder engagement and relationship management activities.

Accounts Administration Support

• Assist in preparing customer invoices and supporting documents.
• Support the issuance of Statements of Account (SOA).
• Monitor outstanding invoices and assist with payment follow-ups.
• Verify invoices and supporting documents before submission to Finance.
• Maintain proper filing and tracking of AP/AR documents.
• Assist in preparing simple reports and payment schedules.

Facilities Coordination

• Coordinate office maintenance and repair requests.
• Liaise with building management, contractors, and service providers on facility-related matters.
• Assist in managing office access cards, keys, and workspace allocations.
• Monitor office equipment and arrange servicing when required.
• Ensure meeting rooms, common areas, and office facilities are maintained in good condition.
• Support workplace safety and office housekeeping initiatives.

General Responsibilities

• Assist with special projects and assignments as delegated by Management.
• Support process improvement initiatives.
• Perform other administrative duties as assigned from time to time.

Job Requirements

Qualifications

• Diploma in Business Administration, Office Management, Accounting, or related field.
• Fresh graduates are welcome to apply.
• Candidates with 1-3 years of administrative experience will have an advantage.

Skills & Competencies

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Good organizational and time management skills.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities.
• Attention to detail and accuracy.
• Positive attitude and willingness to learn.
• Basic knowledge of invoicing, AP/AR, or administrative procedures is an advantage.

Personal Attributes

• Responsible and dependable.
• Professional and courteous.
• Organized and meticulous.
• Proactive with a positive working attitude.
• Able to work independently and as part of a team.