Reported successfully

The Admin Executive (CEO Support) provides administrative, logistical, and operational assistance to ensure the smooth execution of the CEO’s daily activities. This role handles guest reception, coordinates meetings, supports CEO travel arrangements, manages follow-ups, and ensures all related documents and materials are prepared accurately and on time.
              

KEY ACCOUNTABILITIES

1. Guest Reception: Welcome and assist guests visiting the CEO or Executive Office, ensuring a professional and hospitable experience while notifying relevant staff of their arrival and managing waiting arrangements.
2. Meeting Scheduling & Reminders: Coordinate calendars by locking meeting dates/times, sending invitations, and issuing timely reminders while ensuring the CEO/SMT meeting pipeline is well-organized, conflict-free, and allows adequate preparation time.
3. Meeting Room Setup & Materials: Prepare meeting rooms with proper setup (AC, lighting, display/TV, name tags, refreshments) and functional equipment, check necessary supplies such as markers, erasers, and stationery, and compile, print, and distribute meeting materials while ensuring presenters have the latest decks and documents.
4. Task & Follow-up Tracking with Deadline Reminders: Maintain and update the follow-up log by summarizing key pending tasks weekly, monitoring progress, sending reminders ahead of deadlines, and escalating overdue items when necessary.
5. Tour Incident Tracking & Escalation: Track and record tour incidents (e.g., meal issues, hotel concerns, bus delays, client accidents, …), escalating critical matters to the CEO and following up until closure.
6. Personal Assistance Support: Assist with the CEO’s personal travel arrangements and personal errands as required.
7. Additional Duties: Perform other administrative and operational duties assigned by supervisor.

Education

• Bachelor’s Degree in Business Administration, Office Management, or a related field

Experience

• At least 1–2 years of experience in an administrative or office support role.

MS Office and Software

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and basic office equipment.

Other Skills

• Language Skills: Good command of spoken and written English (additional languages are a plus).
• Organizational Skill: Strong ability to manage files, schedule tasks, and keep things in order.
• Communication Skill: Clear, polite, and professional in both verbal and written communication.
• Time Management: Able to prioritize tasks and meet deadlines efficiently.
• Interpersonal Skills: Friendly, helpful, and able to work well with colleagues, visitors, and clients.