Office Administrator & Personal Assistant

Bastion is seeking an Office Administrator & Personal Assistant to provide comprehensive administrative, operational, and personnel-related support to the Managing Director, as well as senior management, ensuring smooth business operations.

Duties And Responsibilities

• Executive Support & Administration
• Provide high-level administrative assistance to the Managing Director and senior management.
• Manage diaries, meetings, travel arrangements, and logistics.
• Prepare agendas, take minutes, and follow up on action items.
• Assist in preparing presentations, reports, and official documents.
• Process quotations, invoices, and administrative tasks via SAP Business1.
  
  

• Draft, proofread, and distribute internal communications and announcements.
• Maintain and manage internal communication platforms (e.g., WhatsApp).
• Liaise with departments to ensure consistent company-wide communication.
• Organise internal events and staff briefings.
• Act as culture ambassador and drive culture committee initiatives.
  
  

• Oversee the use and maintenance of office and meeting spaces.
• Coordinate boardroom bookings, refreshments, and video conferencing setups.
• Manage office supplies and vendor relationships.
  
  

• Support HR with maintaining personnel records and internal communications.
• Coordinate employee-related meetings, events, and initiatives.
• Maintain the staff directory and oversee long-service award admin.
• Help organise team-building activities and employee training sessions.
  
  

• Manage calls, emails, and visitor reception with professionalism.
• Route inquiries appropriately and ensure efficient follow-up.
• Maintain a welcoming, well-kept reception area.
• Keep contact lists updated and assist with stakeholder communication.