Executive Assistant (report to COO)

About the role

This is an exciting opportunity to join the team at Millennium & Copthorne International Limited as an Executive Assistant reporting directly to the Chief Operating Officer. You will be an integral part of the senior leadership team, providing high-level administrative and executive support.

General Office Duties

• Provide secretarial and administrative support to Chief Operating Officer (COO)
• Calendar management, schedule appointments, coordinate meetings/conference calls
• Serve as a liaison, providing assistance to the Board of Directors and facilitating communication
• Coordinate meetings with Heads of Departments (HODs), ensuring seamless execution
• Perform all secretarial duties to the COO, including organizing and managing documents and correspondence
• Execute secretariat functions for meetings, including agenda preparation, minute-taking, and verifying presentation and meeting materials
• Compose and prepare confidential correspondence, reports, and complex document
• Establish and maintain proper filing system
• Procurement of stationery items
• Manage and prioritize all incoming and outgoing correspondence, including emails, letters, and packages.
• Arrange courier service / despatch of documents
• Prepare presentation material, collation of reports etc.
• Maintain strict confidentiality regarding sensitive and confidential information
• Perform any other duties as and when assigned

Handle Travel Arrangement

• Co-ordinate logistics needs for business trip:
• Travel Itinerary
• Air Ticketing
• Visa Application
• Hotel Accommodation
• Airport Transfer
• Process travel expense claim with accuracy and efficiency

Tracking of Document for Approval

• To circulate, track and follow-up on documentation that required management’s approval:
• Tender Committee Paper
• Capex
• Payment
• Purchase Request

Desired Profile

• Minimum ‘A’ Level / Diploma in Business Administration or its equivalent
• At least 5 years of relevant admin and secretarial experience
• Hospitality experience is preferred
• Able to multi-task and work in a fast paced environment
• Good telephone etiquette, pleasant personality with good communication skills
• Computer literacy and proficient in MS Office applications