Senior Office Administrative Executive

Job Title: Senior Office Administrative Executive

Department: Admin Department

Reports to: HR & Admin Manager

Job Summary

We are looking for a Senior Office Administrator to manage the company’s daily operations. You will provide administrative support to your superior and employees, ensuring smooth coordination of tasks. Additionally, you will offer strategic assistance to the Managing Directors, ensuring efficient office operations.

Key Responsibilities

1. Responsible for overseeing the daily administrative and operational tasks of the office, ensuring smooth and efficient office functions.
2. Handling of incoming calls. Keeping record/updates of important incoming and outgoing correspondences accordingly.
3. Serve as the main point of contact for both internal and external correspondence, managing communication flow effectively (emails, letters, text messages etc).
4. Manage booking of meeting rooms (update the booking list on monthly/yearly basis) and staff scheduling.
5. Ensure a proper and systematic filing system and reports.
6. Manage office assets such as photocopy machine, air purifier etc, manage office stationaries and organization of materials and equipment.
7. Liaises with the respective departments and third-party courier service to ensure the efficient management of databases and mailing processes that all deliveries are accurate and made in a timely manner.
8. Act as the primary point of contact between vendors and building management for any matters related to office operations and facilities.
9. Coordinate the maintenance of office facilities, ensuring all necessary repairs and services are carried out promptly. Ensure that safety protocols are in place, first aid kits etc.
10. Monitor and replenish pantry supplies on weekly basis, ensuring snacks, beverages, and other essentials are stocked and available. Coordinate with vendors for pantry and office supply deliveries. Maintain a hygienic and inviting space for employees to enjoy meals and breaks.
11. To work closely with MD and HRA Manager on office activities.
12. Plan and organize social events or team-building activities to boost morale and foster a positive office culture (e.g., lunch event, festive celebrations, year-end annual dinner).
13. Coordinate wellness initiatives like yoga, fitness challenges, or mental health days. Ensure employees are informed about available welfare programs and benefits.
14. Prepare Minutes of Meeting (MOM) for town hall meetings and Head of Department (HOD) meetings, ensuring all key points are recorded.
15. Assist the Human Resources Administration (HRA) Manager with various general HR tasks, supporting day-to-day HR functions. Handle confidential matters with the utmost discretion, ensuring that sensitive information is protected.
16. Assist the Compliance Coordinator in ensuring adherence to company policies and regulatory requirements and prepare necessary compliance updates.
17. Provide logistical support to the Marketing and Editorial departments, assisting with event coordination and ensuring all logistics are handled efficiently.
18. Support management and managerial-level staff with ad hoc tasks as required, ensuring smooth operations across the organization.

1. Minimum possess Diploma or Degree in Administration / Business Studies / Management or equivalent
2. Able to work independently with minimum supervision & must be a good team player, hardworking and have a good sense of urgency to handle daily matters
3. Exhibit strong negotiation and problem-solving skills.
4. Positive working attitude, energetic with pleasant personality and good coordination
5. Required skill(s): Microsoft Office; Word, Excel, Outlook etc.
6. Required language(s): English & Malay (with good communication skills) Mandarin is an added advantage
7. Ability to handle multi-tasks and work under pressure
8. At least 3 years of working experience in the related field
9. Ability to commence work in short notice would be an advantage

BurdaLuxury is one of Asia’s most vibrant and progressive independent media houses. Our portfolio includes a variety of successful regional publishing brands in lifestyle and luxury markets across Hong Kong, India, Malaysia, Singapore, and Thailand. Print publications include AUGUSTMAN, HELLO! Magazine Thailand, Prestige, and PIN Prestige. Digital offerings include Lifestyleasia.com, Augustman.com, PrestigeOnline.com and PinPrestige.com. BurdaLuxury is part of the Hubert Burda Media family, one of the largest media companies in Germany. Burda is active in 17 countries, employs more than 12,000 people and publishes around 600 products.