Officer Manager cum Executive Assistant to General Director

Job Description

Office Administration

· Evaluating existing administrative procedures

· Implementing procedural improvements

· Organizing and maintaining administrative files to ensure timely retrieval of information

· Administering office expense claims and purchase requests

· Assisting with planning annual budget and ensuring distribution to team

· Maintaining the condition of the office and making arrangement for necessary repairs

· Assist in visa application/other immigration matters that arise

Executive Support

· Managing calendar for the General Director by being alert to potential scheduling and meeting conflicts.

· Screening and drafting documentation for the General Director’s signature

· Supporting the General Director with weekly country highlights and updates from the management team as required

· Anticipating and optimizing the General Director’s travel arrangements

· Preparing expense reports from travelling and credit card receipts from domestic and international business activities

· Serving as liaison between General Director and direct reports by transmitting information, explaining work instructions, and following up on assignments

· Providing administrative and secretarial support to the management team

Meetings And Event Support

· Providing agenda and papers that are circulated to the Directors and all attendees prior to Management meetings.

· Recording minutes at meetings, distributing these to the Management team

· Co-ordinating and organizing internal and external events in collaboration with appropriate business areas to coordinate catering, equipment, venues and accommodation.

· Organizing both domestic and overseas travel arrangements through supplier to secure the most cost-effective fares

Project Coordination

· Data research

· Co-ordinating with local project team in relation to necessary paperwork

Arranging flights, accommodation, visas, transportation for regional project team with short notice

Job Requirement

Key Competencies & Skills

·         Strong proficiency in Microsoft Windows, Word, Excel, PowerPoint and Outlook.

·         Professional verbal and written communication skills across different levels, from board member to WH clerk

·         Proactive, highly organized, professional, and capable of multi-tasks.

·         Principle-based, outcome-oriented

·         Ability to work independently and as an integral member of various teams.

·         Absolute discretion, professionalism and person of trust and confidentiality, honest.

Education, Qualification

·         Bachelor’s degree

Language

·         Very good in English, proficiency in written and spoken English as a must.

Work Experience

·         3+ years in the same post or relevant experience

Personality

·         Intelligent, keen/sharp, flexible, careful, stand pressure

·         Willingness to work a flexible schedule, happy to help and support, observing, discrete.

Physical Requirement

·         Good in health

Sex

·         Female is preferable