Job Description

Responsibilities Management, Coordination and Communication

• Overseeing the daily administrative operations of the organization, which includes managing schedules/calendar, organizing meetings, managing claims, ordering supplies and coordinating between different departments and internal teams.
• Acting as a point of contact for both internal and external stakeholders. This includes handling correspondence and managing emails.
• Addressing and resolving administrative problems and inquiries; providing assistance and support to employees and management regarding administrative issues.
• Ensuring that office administrative procedures are in line with company policies and legal standards.

Document Handling

• Preparing, maintain, organizing and storing files, financial documents, contracts and records for easy access and retrieval if required
• Appointment Scheduling, Meeting management & Logistical Support
• Coordinate and schedule meetings, coordinating travel arrangements (Duty Travel) for team members
• Liaising with external stakeholders to coordinate meetings and confirm the meetings
• Ensure Rooms are booked for meetings and checked in as well as ensure all the ICT setup is ready for conference calls with participants dialed in
• Arrange refreshments for meeting with external parties
• Arranging travel, accommodations, and itineraries for the team, as well as planning and coordinating events.

Financial Tasks

• Assisting with budget preparation, expense management, handling billing and accounting tasks.
• Prepare PR/PO and manage payment for vendors.
• Sending invoices to clients and keeping track of billings and payments.
• Participating in or leading administrative projects, ensuring they are completed on time and within budget.
• Keeping track of expenses and ensure expenses are within budget.

Human Resources Support

• Assisting in the hiring process, maintaining employee records, org charts and handling payroll and benefits administration (as necessary).

Research & Analysis

• Assist with research for team projects
• Assist with any analysis as required

Requirements

• Bachelor\'s Degree in any fields
• Proven experience as an Executive Administrative Assistant will be an added advantage
• High Proficiency in English - written and spoken
• High level of computer literacy
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office & Google Suites (Documents, Slides, Sheets)
• Exemplary planning and time management skills
• Ability to multitask and prioritize daily workload
• Ability to communicate via various methods phone, email etc with internal and external stakeholders politely and professionally
• Ability to be independent, resourceful and a problem solver

We are all different - one talent to another - that is how we rely on our differences. At AirAsia, you will be treated fairly and given all chances to be your best.We are committed to creating a diverse work environment and are proud to be an equal opportunity employer.

Search Firm Representatives - AirAsia does not accept unsolicited assistance from search firms for employment opportunities. All CVs / resumes submitted by search firms to any employee at our company without a valid written search agreement in place will be deemed the sole property of our company. No fee will be paid in the event a candidate is hired by our company as a result of an agency referral where no pre-existing agreement is in place.