Executive Assistant

RESPONSIBILITIES:

Schedules, Meeting & Travel Management

• Support Group CMO’s schedule management according to business priorities

• Take meeting minutes and assist with follow-ups with action parties

• Manage calendar, daily/weekly/monthly agenda, and arrange meetings/appointments

• Organise meetings, including pre-meeting preparations like meeting materials (documents, slides etc.)

• Organise and manage Group Marketing’s documentation and filing system

• Prepare routine correspondence and inter-department memos/notes as needed

• Manage travel arrangements including flights, ground transportation, accommodation (hotel/serviced apartment), dining, and other activities, including post-travel expense reporting and claims

• Organise company or department team events and meetings

• Other tasks as assigned

Office Management and Administration

• Assist Business Head on issues relating to effective office management, including but not limited to planning and implementing office management budget, maintaining office supplies and equipment

• Prepare PowerPoint slides and documents

• Manage legal documents/contracts and other required documents

• Manage Fixed Assets

• Process admin claims via KOFAX systems & monitor payments

• Work site setup (prepare printers, work desk, data connection, and stationery etc.)

• Provide finance support including raising requests via SAP systems

• Support procurement (admin filings and checking of delivery status for goods, including transportation)

• Assist in the planning and coordination of any company or staff-related events

• On-board new hires (facilitating IT/tools, company introduction)

• Other tasks as assigned

REQUIREMENTS:

• At least 5 years of secretarial or Personal Assistant experience in supporting business leaders

• Bachelor’s degree in Arts, Social Sciences, Business and/or Marketing is preferred

• Highly proficient in Microsoft Office, especially in PowerPoint and Word

• Prior experience in SAP and/or Kofax is preferred, but not compulsory

• Possess a high level of personal integrity

• Able to maintain absolute discretion and confidentiality of sensitive information

• Highly organised with the ability to prioritise multiple tasks with excellent attention to detail

• Proactive and takes initiative

• Strong interpersonal skills with a good ability to build relationships with stakeholders and colleagues

• Great team player

• Strong written and spoken English communication skills

• Enthusiastic about working in a growth environment