Senior Associate - General Affairs

OVERVIEW OF THE PROFILE

We are seeking an experienced and highly organized Administrative Executive with a demonstrated track record in efficiently managing the travel desk, negotiating with hotel and travel agents for competitive prices, overseeing facility management with a keen eye for aesthetics, and successfully coordinating various company events. The ideal candidate should possess strong interpersonal skills, attention to detail, and the ability to multitask in a dynamic work environment.

FUNCTIONAL RESPONSIBILITIES

• Manage the end-to-end travel desk operations, including booking flights, hotels, transportation, and handling visa arrangements for employees and clients.
• Negotiate and collaborate with hotel representatives and travel agents to secure the best possible rates and packages for corporate travel and accommodation.
• Oversee facility management, ensuring the office environment is well-maintained, aesthetically appealing, and equipped with necessary amenities and supplies.
• Conduct regular inspections to assess and address any maintenance or aesthetic concerns, coordinating with relevant vendors and service providers as needed.
• Plan, organize, and execute company events, including conferences, seminars, workshops, and team-building activities, ensuring a seamless and memorable experience for participants.
• Coordinate with various internal departments to ensure smooth execution of events, including managing budgets, timelines, and logistics.
• Maintain comprehensive records of travel arrangements, facility management tasks, and event-related activities, ensuring accurate documentation and timely reporting.
• Implement and adhere to company policies and procedures related to travel, facility management, and event coordination, ensuring compliance with organizational standards and regulations.
• Continuously evaluate and improve administrative processes to enhance efficiency, cost-effectiveness, and overall employee experience.

REQUIRED SKILL SET

• Minimum of 7 years of experience in administrative roles, with a strong focus on travel management, facility oversight, and event coordination.
• Proven negotiation skills and the ability to establish and maintain productive relationships with hotel representatives, travel agencies, and event vendors.
• Strong organizational and multitasking abilities, with a keen attention to detail and a commitment to delivering high-quality results.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with internal teams, external vendors, and stakeholders.
• Proficiency in using relevant software and tools for travel booking, facility management, and event planning.
• Demonstrated leadership capabilities and the ability to work both independently and collaboratively in a fast-paced environment.
• A creative mindset with the ability to suggest and implement innovative ideas for enhancing travel experiences, facility aesthetics, and event arrangements.

EDUCATIONAL QUALIFICATION

• Bachelor's degree in business administration, hospitality management, or a related field. Additional certifications in travel management, facility management, or event planning are a plus.

PREFFERED WORK EXPERIENCE

• Preferable if candidate has experience of 7-8 years.

Behavioral Competencies:

MOL Core Values (CHARTS Framework):

Challenge – Innovate through insight, take initiative, and seek continuous improvement.

Honesty – Maintain transparency, ethical conduct, and act with integrity.

Accountability – Take ownership of tasks, commit to responsibilities, and follow through.

Reliability – Build trust by delivering accurate, timely, and consistent results.

Teamwork – Foster collaboration, support colleagues, and contribute to shared goals.

Safety – Uphold the highest level of safety culture in all work activities.

Additional Behavioral Competencies:

Effective Communication – Ability to clearly articulate financial matters to internal and external stakeholders.

Collaboration & Adaptability – Strong teamwork skills with the flexibility to adjust to changing processes.

Problem-Solving & Decision-Making – Ability to analyze financial discrepancies and provide solutions.

Attention to Detail – Ensuring precision in quality checks and financial reconciliations.

Resilience & Positive Attitude – Ability to manage workload efficiently under tight deadlines.

Proactive Mindset – Willingness to take initiative and suggest process improvements.

Analytical Thinking – Ability to interpret financial data and identify irregularities.

Leadership Potential – Capability to mentor and guide junior team members