Executive & Office Assistant (FMCG)

Executive & Travel Coordination

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries.
• Manage travel schedules and business visit planning for senior leaders.
• Organize meetings, workshops, training sessions, and company events.
• Coordinate logistics and accommodation requirements for visiting stakeholders and guests.

Calendar & Communication Management

• Manage calendars, appointments, meetings, and scheduling requests.
• Coordinate internal and external communications on behalf of leadership.
• Maintain team schedules, activity calendars, and travel trackers.
• Ensure timely distribution of important business updates, reminders, and deadlines.

Administrative Support

• Provide administrative assistance to senior leaders and cross-functional teams.
• Prepare, edit, format, and proofread presentations, reports, correspondence, and business documents.
• Coordinate virtual meetings and support related technical requirements.
• Maintain accurate filing systems and organized records for business documents and agreements.
• Handle correspondence, courier requirements, and general office documentation.

Office Administration & Facilities Coordination

• Support the day-to-day operation of the office, including supplies, equipment, utilities, and service providers.
• Coordinate office maintenance, repairs, and facility-related requirements.
• Manage office asset records and inventory.
• Help ensure a safe, organized, and productive workplace environment.
• Support office improvement, relocation, or special facilities initiatives as required.

Finance & Vendor Support

• Assist with invoice processing, reimbursement requests, payment documentation, and administrative submissions.
• Monitor approval workflows and follow up with relevant stakeholders when necessary.
• Liaise with internal departments and external vendors to support efficient operations.
• Ensure documentation is complete, accurate, and submitted within required timelines.

Project Coordination

• Maintain project trackers and monitor progress against key milestones.
• Follow up with stakeholders to ensure action items and deliverables are completed on time.
• Identify risks, delays, or issues and escalate when appropriate.
• Provide regular progress updates to leadership.
• Facilitate collaboration across multiple business functions and external partners.

Business & Operational Support

• Track critical business deadlines, reporting requirements, and management submissions.
• Consolidate information and supporting materials for reviews and leadership meetings.
• Assist with data gathering, analysis, and document preparation for strategic initiatives.
• Support the development of presentations, reports, and management updates.

General Administration

• Respond professionally to inquiries from customers, suppliers, and business partners.
• Assist with compliance, documentation, and administrative requirements when needed.
• Handle confidential information with discretion and professionalism.
• Perform additional administrative and operational tasks as assigned.