Corporate Assistant

Key Responsibilities: 1. Executive Administration - Manage the Managing Director's calendar, meetings and appointments. - Coordinate business meetings and travel arrangements. - Prepare meeting agendas and presentation materials. - Take meeting minutes and document action items. - Maintain confidential documents and company records. 2. Email Management & Business Correspondence - Manage and organise the Managing Director's inbox. - Prioritise emails based on urgency and importance. - Draft professional emails and business correspondence. - Follow up on pending email conversations. 3. Task Management & Follow-up - Ensure tasks assigned by the Managing Director are completed on time. - Track task progress across different departments. - Follow up with team members on outstanding action items. - Maintain an accurate task dashboard. 4. Cross-Department Coordination - Coordinate with Sales, Marketing, Software Development, HR and Operations. - Consolidate updates for management. - Ensure smooth communication between departments. 5. Finance Administration & Bookkeeping - Prepare and issue Sales Invoices and record Purchase Invoices. - Process employee expense claims. - Perform bookkeeping data entry. - Prepare supporting documents for month-end accounting. 6. HR Administration & Coordination - Coordinate interviews and candidate scheduling. - Prepare employment letters and HR documentation. - Maintain employee records and track probation dates. - Assist with leave administration and staff engagement. 7. Business Reporting & Project Coordination - Prepare weekly and monthly management reports. - Track project milestones, deliverables and deadlines. - Prepare project status dashboards. 8. Business & Office Administration - Ensure office efficiency, manage inventory, and liaise with vendors. - Coordinate office equipment and maintenance. 9. AI & Process Improvement - Use AI tools (e.g., ChatGPT) to improve daily productivity. - Identify repetitive tasks for automation. - Recommend improvements to business processes. Requirements: - Diploma or Bachelor's Degree in any discipline. - At least 1 year of working experience in administration, operations, or coordination. - Excellent written and spoken English. - Strong organisational and time management skills. - Good proficiency in Microsoft Office and Google Workspace. - Comfortable learning new software and digital tools. - Experience using AI tools is an advantage. - No accounting background required (training provided).