Executive Assistant / Office Coordinator

Job Description

Job
Executive Assistant / Office Coordinator

Position Title

Executive Assistant & Office Coordinator

Employment type

1 year contract (open to extension)

Position Summary

We are seeking an experienced and highly motivated Executive Assistant & Office Coordinator to join our team reporting into the APAC Managing Director and APAC HR Manager. The ideal candidate will be responsible for administrative support to the APAC Managing Director and oversee day-to-day administrative operations of our office and ensuring that all tasks are completed efficiently and effectively. This position's primary work duties are performed at the company's physical office location in Seoul, Korea 5 days a week.

Primary Responsibilities:

Executive Assistant:
• Manage the APAC Managing Director's calendar, including scheduling appointments and meetings.
• Process and track APAC Managing Director's expense reports.
• Make reservations for clients and guests.
• Support ad hoc requests.
Office Operations & General Affairs:
• Coordinate facility issues with landlord, vendors and other relevant parties to resolve them.
• Manage office facility vendors' agreements and contracts including office cleaning agency, rentals, etc.
• Manage office supplies, snacks, and oversee general office management to ensure a well-equipped, efficient, and clean workplace.
• Work with IT and external vendors to organize repairs and upgrades.
• Preparing regular reports and executing payments on office budgets and expenses accurately under supervision of HR and Finance.
• Create necessary documents for office related policies and procedures and ensure employee awareness.
• Ensure the regional offices have required office consumables – stationery, kitchen supplies etc.
• Coordinate and manage spatial planning.
• Coordinate business trips for the region – flights & accommodation bookings, arranging transportation, administrating visa and ad hoc documents.
• Welcome, check-in, and issue badges for visitors and vendors, including interviews.
• Interact with internal and external stakeholders professionally and respectfully, building and maintaining positive relationships.
• Manage monthly invoices and payments (with the finance team).
• Prepare, plan and participate in company events.
• Support ad-hoc office projects.

What you bring:
• 2+ years of practical business/administrative experience
• Strong organizational and communication skills
• Highly detail-oriented with ability to multitask
• A proactive, self-motivated work attitude with the ability to work in a fast-pased environment
• Ability to work well individually and as part of a larger team
• Fluent in Korean, proficiency in both spoken and written English

Diversity Statement

Deluxe is committed to inclusivity, fostering an environment where every employee feels comfortable bringing their full selves to work. It is our policy to provide equal employment opportunities to all applicants and employees. Applicants will receive consideration for employment without regard to, and will not be discriminated against, on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, veteran status, sexual orientation, gender identity or expression, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. Deluxe will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable local, state, and federal law.

Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are normally done which will ensure an equal employment opportunity without imposing undue hardship on Deluxe. Please inform the company's HR representative if you need assistance completing any forms or to otherwise participate in the application process.

Jobcode: Reference SBJ-g4vjvv-13-58-173-30-42 in your application.