Personal & Executive Assistant

    Ditayangkan 15/October/2016


    Job brief

    VERY Personalised secretarial and administrative support in a well-organised and timely
    manner. The work on a one-to-one basis on a variety of tasks related to Director’s working
    life and communication. Executive secretaries must be quick professionals with great
    time-management and multitasking abilities. It is with their diligence and competence in
    their work that executives can focus on their managerial responsibilities without worrying
    for other tasks.

    • Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc. Manage diary and schedule meetings and appointments
    • Attend meetings, Take dictation and keep minutes
    • Receive and screen phone calls and redirect them when appropriate and distribute correspondence
    • Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
    • Make travel arrangements for executives
    • Handle confidential documents ensuring they remain secure, Devise and maintain office filing system
    • Prepare invoices or financial statements and provide assistance in bookkeeping
    • Monitor office supplies and negotiate terms with suppliers to ensure the most costeffective orders
    • Handle requests and queries appropriately
    • Produce reports, presentations and briefs
    • Maintain electronic and paper records ensuring information is organized and easily accessible
    • Conduct research and prepare presentations or reports as assigned
    • Ensure the smooth and adequate flow of information within the company to facilitate other business operations
    • Manage schedules and deadlines
    • Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
    • Monitor costs and expenses to assist in budget preparation
    • Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
    • Organize and supervise other office activities (recycling, renovations, event planning etc.)
    • Ensure operations adhere to policies and regulations
    • Keep abreast with all organizational changes and business developments
    • Proven working experience as a personal executive assistant
    • In depth knowledge of office management and basic accounting procedures as well as
    • technical vocabulary of relevant industry MS Office and SUPERB English proficiency
    • Excellent organizational and time-management skills
    • Up-to-date with latest office gadgets and applications
    • Ability to multitask and prioritise daily workload
    • Excellent verbal and written communications skills
    • Integrity, Discretion and confidentiality
    • Familiarity with basic research methods and reporting techniques
    • Degree in business administration or relative field

    Tutup pada 29/October/2016

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