Executive Assistant to CEO & Office Manager

Administrative:

• Calendar Management for Management Staff (i.e., scheduling of meetings & calls with internal/external parties).
• Coordinate business travel arrangements (i.e., visa application, booking of flights, accommodations, and transportation); prepare and distribute schedules/agendas for business travel.
• Preparation of monthly expense reports for internal payroll claims.
• Liaising & maintaining communication with external vendors (e.g., Business Subscriptions, Office Service Management, etc.) to oversee project management and processing of invoices/payments.
• Support in drafting communications to the Reefknot team and external partners (i.e., Reefknot LinkedIn updates, Reefknot website updates, season greetings & event invites).
• Support in day-to-day office activities including booking of conference rooms, postage/shipping, maintaining inventory of office supplies (i.e., stationery, IT equipment, etc.).
• Act as the first point of contact for general email enquiries, ensuring clear, timely communication.
• Filing and archiving of invoices, letters and/or sensitive documentations.
• Assists in ad-hoc events or projects as needed.

HR:

• Support in the Onboarding & Offboarding process for employees and interns.
• Support in the recruitment process for employees and interns (i.e., drafting job descriptions, management of job advertisements, scheduling interviews & answering enquiries).
• Create and maintain employee records and documentation (e.g., employment agreements, offer letters, etc.).
• Manage the employee welfare & benefits system (e.g., leaves, insurance, medical & dental claims).
• Organise team-building events (i.e., team lunch/dinners, annual team building sessions).