Executive Secretary / Administrative Assistant

Description

Job Summary: We are seeking an Administrative Assistant – Executive Secretary to provide strategic and operational support, serving as a bridge between administrative routines and lawyers. Key Highlights: 1. Strategic and operational support pillar for the office. 2. Direct support to partners, lawyers, and administrative staff. 3. High organizational and planning capacity. Position: Executive Secretary \- Administrative Assistant Description We are looking for an Administrative Assistant \- Executive Secretary with strong organizational skills to serve as the strategic and operational support pillar of our office. You will be the essential link between administrative routines and direct support to partners and lawyers. Responsibilities * Provide administrative support to partners, lawyers, and administrative staff, including **scheduling management, meeting room coordination, document management, and preparation of supporting materials.** * **Telephone reception and visitor/client接待** * Maintain organized and accessible **file and document control** * Ensure functionality of common areas by managing the **procurement and inventory of office supplies, consumables, IT equipment**, etc. * Manage and monitor **booking of all meeting rooms**, ensuring availability, organization, and functionality of spaces (resources, equipment operation) * Support the execution of **internal and external events**, including coordination with vendors, materials, and venue organization. * Provide direct support to **administrative teams such as HR, Finance (accounts payable/receivable, reimbursements), Marketing, and Legal**, assisting in document and process organization. * Support the facilities team * Support labor audits by assisting in document organization and preparation of materials. * **Data entry into management systems** (both client-facing and internal) to ensure accurate recording and tracking of all interactions and deadlines. Education * Completed or ongoing undergraduate degree (from 5th semester onward), including technology programs, in fields such as Executive Secretariat, Business Administration, or related disciplines. Requirements * Experience in roles such as Administrative Assistant or Executive Secretary. * Knowledge of audit-related routines * Proficiency in calendar management tools * Advanced proficiency in Microsoft Office Suite, especially Excel and PowerPoint. * Preferred: Experience supporting document organization for labor audits. Competencies and Skills * Excellent verbal and written communication * Organization and Planning: Ability to maintain a high level of organization across multiple concurrent responsibilities * Dynamism and Agility: Speed and proactivity in task execution and resolution of operational issues * Sense of Priority: Skill in time planning, deadline adherence, and identifying priorities in a dynamic environment