Job Purpose:
- Responsible for providing high-level administrative support and acting as a liaison between executives and internal/external stakeholders.
- Responsible for the coordination and execution of the Group's business trips arrangements.
- Perform duties in accordance with Malia Group Policies and Procedures
Duties & Responsibilities:
On Office Management and Administrative Assistance
- Efficiently coordinate the Chairman’s daily agenda, schedule meetings, manage conference room equipment ensuring a welcoming environment for guests, while coordinating with the Chairman's personal driver when needed
- Attend meetings when needed and meticulously draft minutes; ensure prompt distribution to relevant stakeholders
- Efficiently manage all aspects of the Chairman's correspondence to ensure timely and accurate communication
- Ensure timely replies to incoming emails, coordinating with other departments or external contacts as necessary
- Prepare upon request written communications, such as letters, memos, and reports, ensuring they meet the Chairman's standards
- Oversee event planning and execution, including guest listing, invitation dispatch, and event logistics
- Maintain an up-to-date and organized filing system for corporate and personal data, ensuring quick and easy access to documents
- Oversee the issuance and procurement of supply requests, ensuring all expenses are validated and approved by concerned
- Ensure the timely renewal and management of all personal cards and permits for the Chairman & CEO, maintaining compliance with relevant regulations
- Address queries and requests from internal and external stakeholders professionally and promptly
- Manage privileged information with discretion and integrity
On Travel Management
- Efficiently handle all Malia Group business trips bookings while optimizing travel schedules and expenses
- Coordinate comprehensive travel itineraries, including flights, accommodations, and ground transportation
- Maintain strong relationships with travel vendors to secure the best rates and services
- Ensure full compliance with travel policies & procedures
Education
- Bachelor's Degree in Business Administration
Experience
- Minimum 3 years of proven experience in any related field