Administrative Assistant

Mytona·Thailand·Офис·2 мес. назад

Mytona is a global group of companies specializing in video game development and publishing. Since 2012, we have been uniting talented industry professionals from all over the world, with our headquarters located in New Zealand. We are proud of our flagship projects Seekers Notes and Cooking Diary.

The most valuable part of Mytona is our close-knit international team. At the heart of our culture lies care for every Mytonian, continuous development, and a supportive environment where ambitious results are achieved daily. Join us and grow together!

In this role, you will be responsible for coordinating corporate events, business travel arrangements, and office logistics. You will work closely with the PR, Finance, and IT teams, as well as external vendors and service providers, to ensure smooth organization of events, efficient travel coordination, and proper management of office equipment and documentation.

This role is ideal for someone who is organized, detail-oriented, proactive, and comfortable managing multiple administrative and logistical tasks.

Coordinate corporate events together with the PR team and internal stakeholders (Spring events, Halloween, New Year celebrations, conferences, mixers, internship events, etc.)
Plan and manage event budgets, track expenses, and report costs to the finance team
Source and negotiate with contractors and vendors; prepare agreements and submit invoices for payment
Arrange site visits and vendor meetings (hotels, event venues, catering services)
Purchase event supplies and coordinate delivery to event locations
Oversee event preparation and on-site operations to ensure smooth execution
Collect and submit all event-related receipts and financial documentation to the finance department
Maintain and store event equipment and materials for future use

Receive trip budgets, timelines, and guest lists and plan travel logistics accordingly
Book hotels and domestic flights for employees and guests
Research and reserve meeting rooms and venues within the approved budget
Arrange transportation (airport pickups, city transfers, etc.)
Coordinate catering, meals, and refreshments for meetings when required
Ensure meeting equipment (laptops, microphones, TVs, presentation tools) is available and functioning
Prepare and submit post-trip expense reports and supporting documentation to accounting
Provide onsite and remote logistical support during business trips and meetings

Maintain office storage areas and inventory of office and event equipment
Inspect equipment and coordinate repairs or replacements when needed
Work with the IT team to prepare, upgrade, and hand over devices
Manage purchases from vendors and submit purchase requests for financial approval
Process vendor invoices and follow up on outstanding payments
Coordinate pick-up and delivery logistics
Maintain accurate inventory records and related documentation

Maintain clear documentation for events, business trips, and purchases
Communicate proactively with internal teams (PR, Finance, IT, Management) and external partners
Provide ad-hoc administrative support when needed
Assist with office preparation for meetings and seasonal events