Executive Assistant to Top of Management

Job Description

a. Devising and maintaining office systems, including data management and filing;

b. Carry the projects assigned by Top of Management

c. Arranging travel, accommodation and occasionally travelling with Top of Management to take notes or dictation at meetings or to provide general assistance during presentations;

d. Screening phone calls, enquiries and requests, and handling them on behalf of Top of Management

e. Meeting and greeting visitors at all levels of seniority on behalf of Top of Management

f. Organizing and maintaining diaries and making appointments;

g. Dealing with incoming email, faxes and post, often corresponding on behalf of Top of Management.

h. Preparing documents, briefing papers, reports and presentations;

i. Liaising with clients, suppliers and other staffs instead of Top of Management

j. Involve in commercial operation, strategy and contribute opinion to Top of Management.

k. Keeping all matters of confidential nature strictly confidential when Top of Management is exchanging information

l. Managing timelines for Top of Management as well as all Head of Depts

m. Checking of all documents before passing to Top of Management for signature

n. Set up of meetings as well as taking of meeting minutes and ensuring Top of Management is well prepared for meetings.

o. After each meeting, a report is to be sent to Top of Management

p. Clear understanding of company regulations and communication standards.

q. Use of IT to improve productivity.

r. Inform Top of Management 1 month in advance on all key events and make necessary preparation for Top of Management to attend the key events

Job Requirement

Knowledge and education level:

§   University graduation upwards, in English, Business administration, Office Management or related field

Skills:

§  Experienced in Secretarial duties

§  Good command in English (both verbal and writing)

§  Interpersonal skill

§  Patient and well organized

§  Time management

§  Problems solving

Experience: At least 03 years in the same position