Junior Executive Assistant- Graduate Trainee at Orchid HR Outsourcing

About the Role

• As a Junior Executive Assistant, you will play a key role in ensuring the smooth day-to-day operations of the executive office.
• You will provide administrative, organizational, and coordination support while acting as a reliable point of contact for internal and external stakeholders. This is an excellent opportunity for an early-career professional looking to gain exposure, build strong organizational skills, and grow within a fast-paced work environment.

Key Responsibilities:

• Executive & Administrative Support
• Manage executive calendars, scheduling meetings, appointments, and reminders
• Prepare and organize documents, reports, and presentations
• Draft, review, and manage correspondence on behalf of the executive
• Maintain proper filing systems (both digital and physical) Meeting & Calendar Management
• Coordinate internal and external meetings, including logistics and materials
• Take accurate meeting minutes and track action points
• Follow up on deliverables to ensure timely execution

Communication & Stakeholder Management

• Serve as a key liaison between executives and internal/external stakeholders
• Screen, prioritize, and respond to emails and requests
• Maintain professionalism and confidentiality in all interactions Project & Task Coordination
• Track progress of assigned tasks and projects
• Follow up with team members on deadlines and deliverables
• Escalate delays or issues where necessary

Data, Reporting & Documentation

• Maintain accurate records, contact databases, and reports
• Support basic data entry and preparation of reports
• Assist in compiling information for decision-making

Research & Analysis

• Conduct research on industry trends, competitors, and business opportunities
• Prepare briefs, summaries, and presentations for the executive team

Office & Event Coordination

• Assist in organizing meetings, workshops, and team-building activities
• Coordinate logistics for events and executive engagements
• Monitor office supplies and support general office administration
• Assist with onboarding coordination for new employee

Qualifications & Experience

• Bachelor’s degree in Business Administration or a related field
• At least 1 year of experience in an administrative, assistant, or coordination role

Added Advantage

• Experience supporting senior management
• Exposure to fast-paced or startup environments Skills & Competencies Technical Skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Familiarity with Google Workspace tools
• Basic knowledge of project management tools (e.g., Trello, Asana) is an added advantage

Core Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• High level of integrity and confidentiality
• Attention to detail and accuracy
• Problem-solving mindset with a proactive approach
• Ability to work independently and as part of a team