Executive Assistant/Office Manager

As the manager of Admin and Office Management, you will oversee the comprehensive administrative function of our company on a global scale. Your primary responsibilities will include providing administration support to our executives and employees, managing a global team of admins and receptionists to ensure the efficient operation of our offices and facilities around the globe, on a consistent basis, establishing global standard quality and company image.

You will play a crucial role in maintaining an organized, welcoming, and hospitable work environment, and ensuring our executives and senior leaders receive top-tier support and seamless daily operations. You will lead the planning and execution of our global and regional events. As part of your management responsibilities, you should also be looking for opportunities to streamline and enhance our current process and further develop the admin function, including guideline and procedure.

Responsibilities include but are not limited to:

Team Management:

• Lead and manage our global team of administrative assistants, receptionists, and other members and contractors as needed.
• Ensure admins provide consistent and effective support to all levels of employees across offices.
• Ability to manage office staff to oversee day-to-day office operations ensuring a clean, organized, and welcoming environment.
• Foster a collaborative and supportive team environment.
• Oversee the recruitment, training, and performance evaluation of team members.

Office Management:

• Provide travel support, and event management/ logistics for executives and employees.
• Plan and manage logistics of company-wide events and corporate meetings regionally as well as on a global scale.
• Monitor office expenditures and oversee the daily operations of the office, ensuring the office environment is conducive to productivity and innovation.
• Manage vendor and service provider relationships, including contract and price negotiations.
• Identify and implement opportunities for process and office management improvements.
• Establish policies for existing processes, for example, company car policy, corporate apartment management etc.
• Handle confidential information with discretion and professionalism.

Facility Coordination:

• Coordinate with Facility Department to manage all office facilities globally, including space planning, and seating arrangement etc.
• Manage and coordinate corporate apartments globally.

Qualifications:

• 5 years of experience in C-suite administrative experience assisting multiple executives in a dynamic organization.
• 10 years of experience in office administration and management, on a multi-location and global scale.
• Experience in mentoring, coaching, and managing a global team to ensure efficient operations across all regions.
• Strong organizational, project management and problem-solving skills with outstanding multi-tasking abilities.
• Self-starter, detail-oriented, ability to work autonomously, prioritize tasks, optimize time commitments, and exercise sound judgement.
• Effective communication skills, both written and verbal.
• Service-oriented and not above rolling up your sleeves to solve problems across the company.
• Resilient, thrive in a fast-paced environment, and enjoy supporting a rapidly growing & changing organization.
• Team player, and a natural relationship builder and collaborator.
• Ability to travel occasionally for meetings and events.
• Ability to work with a high degree of professionalism when representing the company.
• Hospitality experience preferred.