Administrative Assistant

Key Responsibilities

1. Airport Pass & Regulatory Coordination

• Prepare and submit Airport Pass documents in compliance with AOT requirements
• Verify document completeness and ensure alignment with regulatory standards
• Coordinate with internal teams and external authorities for submissions

2. Memo & Documentation Control

• Prepare internal memos based on business requests
• Validate supporting documents to ensure compliance with company and accounting policies
• Maintain proper filing for audit and record-keeping
• Follow up on approvals and outstanding items

3. Reimbursement Processing

• Review and process reimbursement requests accurately via K2 system
• Ensure completeness of supporting documents
• Track and follow up until completion

4. Office & Operational Support

• Monitor office supplies and coordinate PR/PO for procurement
• Support meeting arrangements, transport coordination, and ICT requests
• Assist in tracking company assets and handling facility-related matters
• Perform other assigned administrative duties

5. Regulatory Affairs Support

• Prepare and review documentation related to Excise Tax (GWP, tester, samples and newness for perfume products) in compliance with regulatory requirements
• Coordinate with internal teams and external authorities to ensure timely and accurate submissions
• Support other regulatory or compliance-related tasks as assigned

6. Executive Support (as required)

• Assist the Vice President on business coordination tasks when required
• Support meeting preparation and follow up on action items
• Coordinate with stakeholders to ensure timely task execution

Qualifications

• Bachelor's degree in Business Administration, Accounting, or related field
• 1 – 2 years of experience in administrative or coordination roles
• Strong organizational and time management skills
• High attention to detail and accuracy
• Proactive, responsible, and able to follow through tasks independently
• Good interpersonal and coordination skills