Executive Personal Assistant

Serve in a highly trusted role and supports at a senior level to the GM to ensure smooth management functions. Handle sensitive and complex issues in a professional and objective manner. Proactive implement and execute plans as per GM’s directions. Responsible for ensuring the smooth running of projects allocated by GM. Proactively anticipating GM’s needs and maintaining an overview of allocated projects, proactively reporting their progress to GM.

Executive Support

• Complete broad variety of administrative tasks for the GM, including organising appointments, scheduling meetings, dealing with GM’s personal commitments as and when required.
• Proactively anticipate GM’s needs eg. Informing her of upcoming meetings, ensuring relevant paperwork is in place for his meetings etc.
• Researches, prioritizes and follows on in coming issues and concerns addressed to the GM. Determines appropriate course of action, referral or response.
• Provides a bridge for smooth communication between GM and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with GM to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Having a sense for the issues taking place in the workplace and keeping the GM updated.
• Prioritizes conflicting needs, handles matters proactively and follows through on projects to successful completion within the timeline given.
• Follow up on responses to requests and emails to/from the GM.
• Assists in prepare, organise and coordinate the agenda and meetings of senior management team and off-sites and all staff meetings.
• Taking minutes of all meetings GM attends, and delivering them to relevant parties within 24 hours of meeting.
• Participates as a member of the Management team including assisting in scheduling management meetings where appropriate.
• Ensuring minutes including key points agreed and deadlines set are delivered after each senior management meeting.
• Oversee cross-divisional project, ensuring their deadlines are met.
• Gather information, documents, reports and formulate analytics for GM’s review and attention in order to expedite movement of issues / decisions making at the GM’s office.

Project Management Administration

• Activity and resource planning, oversees and ensures projects are implemented as per plan.
• Schedule regular meetings and record decisions by documenting and following up on important actions and decisions from meetings.
• Create and update project management calendar and workflows.
• Maintaining and monitoring project plans and progress.
• Measure and report on project performance; ensuring project deadlines are met.
• Act as the GM’s point of contact for all team members; follow through with others on specific issues and continually updates GM on status of issues or assignments.

Any other duty may be assigned by the company from time to time.

EDUCATION AND JOB REQUIREMENTS

• Min Diploma or Degree in Business Admin, Marketing or its equivalent.
• At least 3-5 years of working experience at similar capacity or 1-3 years with project administration experience.
• Good communication and collaboration skills.
• Independent and initiative with strong self-motivation.
• Able to work with tight schedule and last minute schedules or events.
• Highly organized and resourceful, with an attention to detail in all aspects of the role.
• Positive thinking and attitude; emotional maturity.
• Ability to work easily and effectively with a wide range of people.
• Ability to handle confidential information with discretion.
• Hands-on experience with flowcharts, technical documentation and schedules.
• Committed, resilient and perseverance.
• Demonstrated proactive approaches to problem-solving, actively seeks opportunities and proposes solutions.

Remuneration AND BENEFIT package

• Attractive remuneration package.
• Rewarding incentive and on-job bonuses.
• HQ based with 5 days work.
• Annual leave, birthday leave, maternity leave, etc.
• Medical benefits.
• Career development and advancement opportunities.
• Positive & energetic working environment. Good working vibes and strong work bond from the management to rank and file. So you can focus on what you love to do!
• Open-minded management that are always open to ideas to build brand together.