Office Assistant - Executive Office

Position Summary

We are looking for a professional and proactive Office Assistant to provide dedicated support within the VIP Executive Office, serving the Chairman, owners, Board members, senior leadership, and VIP guests. This role blends executive hospitality with essential administrative and operational duties, requiring a versatile and service-oriented individual who maintains high standards of presentation and customer care.

Key Duties

• Serve refreshments such as coffee, tea, meals to top executives and VIPs.
• Warmly welcome and assist guests ensuring outstanding hospitality.
• Keep the executive office, meeting rooms, pantry, and related spaces clean, organized, and professionally presented.
• Prepare meeting rooms and arrange refreshments prior to executive meetings and reset the areas afterward.
• Manage office inventory including supplies, stationery, and pantry items for the executive office and department.
• Assist reception with courier services, document handling, and other front-office tasks during peak times.
• Handle administrative duties such as gate pass applications and coordinating documentation.
• Report maintenance needs to vendors and monitor repair progress until resolution.
• Maintain detailed logs of maintenance requests, vendor interactions, and contract renewals.
• Support set up and operational tasks for exhibitions, corporate events, and meetings, including onsite assistance.
• Provide general administrative and operational support across the department as needed.
• Take initiative to manage assigned responsibilities and adapt flexibly to extra tasks.

Candidate Requirements

• Prior experience in Office Assistance roles, VIP hospitality, executive support, or similar service positions.
• Familiarity with supporting senior executives, Board members, or VIP guests is highly desirable.
• Strong interpersonal and communication skills, demonstrating professionalism and discretion.
• Knowledgeable about executive service etiquette and high service standards.
• Presentable and maintains a polished, professional appearance and demeanor.
• Capable of fulfilling both administrative and hands-on hospitality functions.
• Dependable, adaptable, self-motivated, with the ability to work independently.
• Demonstrates good judgment, discretion, and maintains confidentiality.
• Initiative-taking attitude, willing to go beyond basic duties when necessary.
• Basic computer literacy and administrative capabilities.
• Stable work history and sincere interest in a long-term position.

Profile of the Ideal Candidate

The successful applicant will be engaging, sharp, reliable, and motivated to learn. They must take pride in exemplary service delivery, anticipate the needs of senior leadership, and switch effectively between hospitality and administrative tasks. This role offers growth opportunities based on performance, dedication, and dependability.