Position Summary
We are seeking an experienced and highly motivated Executive Assistant & Office Coordinator to join our team reporting into the APAC Managing Director and APAC HR Manager. The ideal candidate will be responsible for administrative support to the APAC Managing Director and oversee day-to-day administrative operations of our office and ensuring that all tasks are completed efficiently and effectively. This position’s primary work duties are performed at the company’s physical office location in Seoul, Korea 5 days a week.
Primary Responsibilities:
Executive Assistant:
Manage the APAC Managing Director’s calendar, including scheduling appointments and meetings.
Process and track APAC Managing Director’s expense reports.
Make reservations for clients and guests.
Support ad hoc requests.
Office Operations & General Affairs:
Coordinate facility issues with landlord, vendors and other relevant parties to resolve them.
Manage office facility vendors’ agreements and contracts including office cleaning agency, rentals, etc.
Manage office supplies, snacks, and oversee general office management to ensure a well-equipped, efficient, and clean workplace.
Work with IT and external vendors to organize repairs and upgrades.
Preparing regular reports and executing payments on office budgets and expenses accurately under supervision of HR and Finance.
Create necessary documents for office related policies and procedures and ensure employee awareness.
Ensure the regional offices have required office consumables – stationery, kitchen supplies etc.
Coordinate and manage spatial planning.
Coordinate business trips for the region – flights & accommodation bookings, arranging transportation, administrating visa and ad hoc documents.
Welcome, check-in, and issue badges for visitors and vendors, including interviews.
Interact with internal and external stakeholders professionally and respectfully, building and maintaining positive relationships.
Manage monthly invoices and payments (with the finance team).
Prepare, plan and participate in company events.
Support ad-hoc office projects.
What you bring:
2+ years of practical business/administrative experience
Strong organizational and communication skills
Highly detail-oriented with ability to multitask
A proactive, self-motivated work attitude with the ability to work in a fast-pased environment
Ability to work well individually and as part of a larger team
Fluent in Korean, proficiency in both spoken and written English
