Administrative Assistant (for a period of 6 months – 1st August 2025 till 31st January 2026)

Proactive HR Services Ltd

We are looking for a proactive, organised, and service-oriented Administrative Assistant  (for a period of 6 months – 1st August  2025 till 31st January 2026)  to support the office operations and contribute to a smooth, welcoming and efficient workplace. You will play a key role in providing administrative support to our Country Manager, coordinating daily office tasks, managing vendors and facilities, and ensuring our team and visitors have everything they need to thrive.

Key Responsibilities:

Administrative & Office Management

• Manage daily general administrative tasks and internal communications
• Maintain stock levels and place orders for office stationery, toners, pantry items, and branded giveaways
• Ensure neatness and cleanliness of the reception, counter area, and shared spaces
• Supervise kitchen operations and cleaning services
• Oversee dispatch, courier reception, deliveries, medical claims, and banking tasks

Vendor & Cost Management

• Follow up on invoices and payments
• Support cost-saving initiatives in admin functions
• Manage vendor contract renewals (e.g. cleaning, scenting, archiving, hotel accommodation)

Event & Meeting Support

• Schedule and prepare for internal/external meetings, workshops, and conferences
• Organise travel arrangements, taxis, travel insurance, and travel kits
• Coordinate lunch planning and restaurant bookings for guests

Executive Support

• Provide personal assistant support to the Country Manager
• Handle calendar scheduling, task follow-up, and special requests
• Coordinate sponsorship and branding requests

What We’re Looking For:

• Proven experience in administration, office management, or executive assistance
• Strong organisational and multitasking skills
• Excellent communication and interpersonal abilities
• Ability to work independently and handle confidential matters
• Good knowledge of Microsoft Office Suite and office systems
• A proactive, service-minded attitude with a high level of reliability
• Possess a valid driving licence

Proactive reserves the right:

To call only the shortlisted candidates for interview

Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.