Executive Administrative Clerk

This role demands strong organizational skills, discretion, and a proactive approach.

Key Responsibilities

1. Serve as “proxy filer” (representative) for TCE (travel request) filing in Optikus.
2. Coordinate comprehensive travel itineraries for TBG National executives, including requests for flights, accommodations, land arrangements, and visa requirements for both domestic and international travel.
3. File and track travel reimbursements and process other benefits liquidation as requested.
4. Collect and validate all official receipts and supporting documents for expense reporting.
5. Manage executive calendars by blocking time for business travel and key logistics.

1. Provide administrative support for FSM-managed tools of trade and systems.
2. Book and coordinate event and meeting venues for internal and external stakeholder engagements supporting TBG National executives.
3. Manage and coordinate office facility requests and services.
4. Support applications and service requests related to executive mobile plans.
5. Act as a central point of contact between executives and internal/external stakeholders.
6. Coordinate with internal departments and external partners on executive matters.
7. Process purchase requests, coordinate with vendors, and manage related documentation, ensuring all necessary confidentiality agreements (e.g., NDAs) are in place or observed prior to sharing sensitive information.
8. Handle confidential documents and sensitive information with the utmost discretion (NDA).
9. Facilitate documentation assistance, including the routing and managing of document signing.
10. Facilitate and manage parking arrangements for executives.
11. Manage the preparation of physical documents, coordinating printing, photocopying, and binding.
12. Provide backup support to other administrative staff as required.
13. Support ad hoc administrative tasks and special projects as needed.

Qualifications

Technical Proficiency: Proficiency in Google Suite (Docs, GSheet, GSlides, Google Calendar) and other productivity tools.

Core Competencies:

• Strong organizational, multitasking, and time management skills.
• Excellent verbal and written communication skills.
• High level of discretion and ability to handle confidential information.
• Proactive, detail-oriented, and able to work independently with minimal supervision.
• Strong interpersonal skills, with the ability to interact professionally with stakeholders at all levels.

Work setup: Onsite, Monday-Fridays, 8am-5pm