Admin Assistant

Administrative & Internal Coordination

Legal Documents: Safeguard and manage all legal and business documents for easy

retrieval.

Regulatory Compliance:

Maintain a comprehensive calendar of regulatory compliance deadlines for all

companies.

Assist in preparing and submitting regulatory filings (e.g., SEC GIS, RPTs,

business permits).

Monitor regulatory updates and communicate changes to the Compliance team.

Help ensure company policies and procedures comply with relevant laws and

regulations.

Audit Support:

Assist in preparing for internal and external audits by organizing necessary documents.

Coordinate audit schedules and follow up on findings to ensure timely resolutions.

Confidentiality: Ensure secure management of confidential documents with zero

information leaks.

File Management: Maintain well-organized, accessible records and documentation.

Asset Management: Manage inventory, safekeeping, purchasing, and disposal of company

assets.

Core Service Assistance: Ensure timely support in managing core services (e.g., Internet,

utilities).

Mail & Call Handling: Efficiently process incoming mail and phone calls daily.

Office Cleanliness: Ensure a clean, organized office environment.

Secretarial Assistance

Document Collation: Gather and organize receipts, files, and other documents for

timely submission.

Meeting Efficiency: Organize meetings, prepare agendas, distribute materials, and

follow up on action items.

Meeting Notes: Take accurate minutes or notes during internal meetings, conferences,

and training sessions.

Logistical Support: Coordinate meals and other logistical needs for the team.

PMO Assistance: Respond to inquiries on property listings and coordinate property

viewings.

MST Assistance: Support MSTs with materials requests, payment processing, and daily

task monitoring.

MST Attendance: Accurately record daily timekeeping and monitor task completion and

whereabouts.

Expense Documentation: Ensure proper documentation and approval of expenses.

Office Management

Smooth Operations: Ensure adequate office supplies, coordinate with vendors, and

resolve IT and facility issues.

Communication

Communication Efficiency: Manage emails, calls, and correspondence

effectively to ensure prioritization and timely responses.

Project Assistance

Project Delivery: Assist with the timely completion of special projects and

initiatives while maintaining high-quality standards.

Event Planning

Event Success: Organize and coordinate company events, ensuring smooth

execution.