Administrative Assistant

About the role

The Administrative Assistant will ensure smooth day‑to‑day office operations, supporting staff, executives, and external partners. This fixed‑term position involves managing office resources, coordinating vendor relationships, and assisting with compliance and reporting tasks.

Key responsibilities

• Manage daily office administration, maintain supplies inventory and coordinate procurement of stationery and equipment.
• Liaise with building management, service providers, and vendors; coordinate office maintenance and report facility issues.
• Prepare, organize and archive administrative records, contracts, licenses, permits and support audit documentation.
• Assist employees with administrative requests, coordinate onboarding logistics, and arrange business travel, hotel bookings and visa documentation.
• Manage vendor relationships, obtain quotations, process purchase requests, monitor invoices and maintain supplier agreements.
• Schedule meetings, manage room bookings, prepare materials and minutes, and support company events and training sessions.
• Coordinate with PROs and external stakeholders on government‑related processes, maintain employee visa records and support regulatory documentation.
• Prepare periodic administrative reports, track office activities, assets and contracts, and monitor budgets.
• Provide executive support with calendar management, travel arrangements and expense reporting.