Assistant Operations Executive

We are looking for a reliable, discreet and well-organized professional to serve as an Operations Executive cum PA to the Owner and to run our daily office operations. You will manage the owner's schedule and communication, coordinate with clients and vendors to ensure orders are completed on time, maintain accurate records and stock and supervise the office support staff.

Key Responsibilities:

• Manage the CEO's calendar, appointments, meetings and reminders
• Screen and handle calls, emails and visitors on behalf of the CEO
• Arrange travel, accommodation and itineraries
• Prepare and file letters, notes, presentations and meeting minutes
• Follow up on action points and tasks assigned by the CEO
• Handle confidential information with complete discretion

Client Coordination

• Be a point of contact for clients regarding their orders and queries
• Follow up on orders and ensure timely completion and delivery
• Update clients on order status and escalate delays or issues to the CEO or management

Vendor Coordination

• Coordinate with vendors for materials, services and deliveries
• Follow up to ensure vendors meet deadlines and quality standards
• Maintain vendor contact details and records of quotations and payments

Database Management

• Maintain and update client, vendor and order databases accurately
• Enter data in Excel or other software and keep records organised
• Prepare simple reports and status updates for the CEO when required

Stock Keeping

• Maintain stock registers for office supplies and inventory
• Monitor stock levels and raise purchase requests before items run out
• Conduct periodic stock checks and report discrepancies

Supervision of Office Boys

• Assign daily tasks to office boys and monitor their work
• Keep track of attendance and ensure discipline and punctuality
• Ensure the CEO's cabin, meeting rooms and the office are clean, organised and well maintained

• Qualifications and RequirementsEducation: Graduate in any discipline
• Language: Basic English (spoken and written)
• Basic computer skills (MS Excel, MS Word, email)
• Good communication, follow-up and time management skills
• Professional appearance and polite behaviour with clients and visitors
• Ability to multitask, prioritise and work under deadlines
• Honest, trustworthy and able to maintain confidentiality
• Prior experience as a PA, receptionist, or in an office coordination role is an advantage (not mandatory)

Key Skills: CEO support · Calendar and travel management · Client handling · Vendor coordination · Data entry · Inventory management · Team supervision · Confidentiality