Create meeting agendas for visitors or delegate meetings, ensuring comprehensive coverage of topics and timely distribution.
Prepare and proofread documents, reports, presentations, and other materials as requested ensuring accuracy and relevance.
Coordinate and facilitate communication between the internal & external stakeholders.
Develop and implement visitor management protocols, including registration, badge issuance and escort procedure.
Coordinate visitor arrivals, ensuring a welcoming and efficient experience while maintaining security measures.
Coordinating transportation or cab arrangements as needed.
Train and supervise staff involved in visitor management processes.
Event Management: Organize and manage arrangements for visitors, including but not limited to:
Menu Planning and co-ordination with stakeholders as per the gastronomical preference.
Meeting Rooms/Boardroom bookings and set up.
Packed meal boxes, ODC, Hi Tea set up management from hotels or catering services.
Collaborating with external stakeholders such as Hotels, Resorts, Restaurants, Event partners for outdoor caterings or engagement.
Team engagement
Customer Experience: Understanding and analyzing the needs of clients (internal employees) ensuring their needs are met or exceeded and implementing strategies to enhance their workplace satisfaction.
Facilitating communication channels to engage employees, ensuring their concerns are addressed promptly, and promoting a positive workplace culture.
Conduct FGDs, roll out surveys if needed. collecting and analyzing feedback from employees to identify areas for improvement in workplace services, amenities, and overall experience.
Collaborating with various departments (such as facilities, HR, IT) to align services and offerings with employee needs and expectations.
Program Implementation: Designing and implementing programs/initiatives focused on improving workplace experience, which may include wellness programs, community-building activities, or improved office spaces.
Establishing metrics to measure the effectiveness of implemented programs, tracking satisfaction levels, and continuously refining strategies based on data insights.
Collaboration with Engagement partner and staying updated with industry trends and best practices to continuously improve the workplace experience for employees.
Documentation and Record Keeping:
Maintain accurate records, files, and database related to Visitors, meeting agenda, business presentation & reports, event arrangements & F&B menu.
Organize and manage documentation, ensuring accessibility and proper archiving.
Qualifications:
Bachelor's degree in business administration, Hospitality, Real Estate, Airlines or related field preferred.
Proven experience (7 years) as Executive Assistant, Admin Support, or similar role, preferably in real estate or property management.
Proficiency in advanced MS Office suite is a must.
Strong organizational and time-management skills with the ability to prioritize tasks effectively.
Excellent verbal and written communication skills.
Knowledge of real estate operations, facilities management, or property administration is a plus.
Experience in visitor management, event planning, or hospitality services is desirable.
Discretion and confidentiality in handling sensitive information
