Administrative Assistant

This job is with Encode Inc, a fully owned subsidiary of Lance Soft.

• Working Model: 100% on-site
• Working Hours:
  
  8am - 5pm, Monday - Friday, Flexible
• Interview Process:
  In person, panel, multiple rounds

• Environment & Space Management
  • Maintenance & Organization:
    Ensure the entire Experience Center and its surrounding work environments are clean, orderly, organized, and fully operational at all times.
  • Collaboration Areas:
    Maintain all collaboration zones, meeting rooms, and presentation spaces in a "presentation-ready" state. Proactively check for technical readiness, cleanliness, and proper supply stocking.
  • Asset Tracking:
    Monitor and manage equipment, collateral, and supplies specific to the Experience Center.
• Client Visits & Guest Hosting
  • Visitor
    
    Experience:
    
    Serve as the primary point of contact and welcoming host for high-profile clients, customers, partners, and executive leadership visitors.
  • Visit Coordination:
    Coordinate end-to-end itineraries for customer visits, including building access, agenda management, and guiding guests through the facility.
  • Hospitality:
    Ensure a professional, hospitable atmosphere that reflects company standards and values.
• Event Management & Catering
  • Event Support:
    Plan, coordinate, and execute on-site events, workshops, product showcases, and team gatherings hosted within the Experience Center.
  • Catering Logistics:
    Manage food and beverage requirements for client visits, meetings, and center-led events, including vendor coordination, menu selection, setup, and teardown.
  • Scheduling:
    Collaborate with cross-functional teams to manage space reservations and prevent scheduling conflicts.

• Experience:
  
  2+ years of experience in administrative support, office management, hospitality, or corporate event coordination.
• Organizational
  
  Skills:
  
  Exceptional attention to detail with the ability to manage multiple priorities in a fast-paced environment.
• Communication & Interpersonal
  
  Skills:
  
  Professional demeanor, polished presentation, and strong verbal skills for hosting clients and executive stakeholders.
• Proactivity: A self-starter who anticipates needs, spots operational gaps, and resolves issues before they impact visitors or staff.