Admin & Executive Assistant

The Admin & Executive Assistant plays a key role in ensuring the smooth and efficient administration of the organization. This role is responsible for managing office administration, coordinating facilities and vendor-related activities, maintaining records and documentation, supporting employee and visitor needs, and ensuring compliance with company policies and procedures. The candidate also supports administrative process improvements to enhance operational efficiency and workplace effectiveness.

Key Responsibilities

• Manage administrative and receptionist duties in accordance with the defined KONE Business Services (KBS) administration scope and task requirements.
• Provide administrative and operational support to ensure the smooth and efficient running of office operations and facilities.
• Coordinate procurement and financial administration activities, including PR, PO, GR, invoice processing, payment follow-ups, and vendor management.
• Manage office facilities, assets, access controls, workplace safety, maintenance requests, and visitor arrangements.
• Coordinate employee and visitor-related administrative activities, including onboarding, travel arrangements, hotel bookings, office supplies, and company merchandise.
• Support company events, town halls, employee engagement initiatives, and internal communications through effective coordination and logistics management.
• Maintain administrative records, reports, documentation, and office communication materials while ensuring compliance with company policies and procedures.
• Provide administrative support to management, including calendar management, meeting coordination, travel arrangements, and expense claims.
• Monitor administrative budgets, expenses, invoices, and payment status to ensure timely and accurate processing.
• Drive continuous improvement, digitalization, and automation initiatives to enhance administrative efficiency and effectiveness.
• Perform other duties as assigned by the Team Leader or Operations Manager.

Are you the one?

The competence profile and requirements for this role indicate that a successful candidate should possess the following qualities and qualifications:

Behavioural Competences:

• Strong organizational and planning skills
• Attention to detail and accuracy
• Effective communication and interpersonal skills
• Professionalism and confidentiality
• Flexibility and adaptability
• Proactive problem-solving

Entry-level requirements:

• Good English communication skills, both written and verbal
• Strong coordination and administrative skills

Professional requirements:

• Diploma or Bachelor's Degree in Business Administration or a related field
• Minimum 1 - 2 years of experience in administration, executive support, or office management is an advantage
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking skills
• Self-driven, reliable, and detail-oriented
• Team player with a customer-focused mindset
• Ability to handle confidential information with discretion

What do we offer?

• Career progression and opportunities within a global organization.
• Total reward elements that engage and motivate our employees and help us make KONE a great place to work.
• Comprehensive learning and development programs covering a wide range of professional skills.
• You are surrounded by fun colleagues and a lively working environment. The best part is all leaders are great and open-minded.

At KONE, we are focused on creating an innovative and collaborative working culture where we value the contribution of each individual. Employee engagement is a key focus area for us and we encourage participation and the sharing of information and ideas. Sustainability is an integral part of our culture and the daily practice. We follow ethical business practices and we seek to develop a culture of working together where co-workers trust and respect each other and good performance is recognized. In being a great place to work, we are proud to offer a range of experiences and opportunities that will help you to achieve your career and personal goals and enable you to live a healthy and balanced life.

At KONE, we believe in fair and competitive pay that recognizes performance and supports employee engagement. Our approach covers a comprehensive total rewards package, including both financial and non-financial benefits. We are committed to fostering a culture of fairness, respect, equity, diversity, and inclusion.

Read more on https://kone.com/global/en/careers.html