We are looking for a Personal Assistant to support our Director. If you are a driven individual who love to be on the move, we want you! In this career, no two days are the same!
Essential/Primary Responsibilities:
Assists the Director with daily personal administrative duties and completes a broad variety of tasks to ensure the Director’s day run smoothly. This includes:
1. Calendar, Communication & Time Management:
· Manage an active calendar of daily appointments and events for the Director.
· Able to adapt to the changing needs of the Director and to adjust any schedule items as required.
· Plan, coordinate and ensure the Director’s schedule is followed and respected.
· Screen and manage phone calls for the Director; Assist in circulating documents for signatures.
· Manage time effectively for the Director, ensuring focus on high-priority and important tasks.
2. Travel Arrangements:
· Manage detailed travel plans, itineraries and agendas which includes booking of flights, accommodation, visa applications, transportation etc.
· Organize and maintain receipts, records, and documentation for company claim.
· Prepare and submit expense report for the Director.
3. Information Management:
· Conduct research, gather information and present data in a succinct and well-written manner.
· Distil all information received to a timesaving yet informative summary to the Director.
4. Event Planning:
· Assist in planning and organizing personal events, conferences or functions.
5. Liaison Role:
· Act as a liaison between the Director and other staff members and external contacts.
· Works closely and effectively with the Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
6. Personal Support:
· Provide personal support to the Director, which include managing personal appointments, running errands or engaging in other activities (e.g. daily life tasks such as dropping off /picking up of personal items).
· Be on-call and on standby, continuously available. Must be ready to assist whenever required.
· Flexibility to travel as and when required.
· Able to work flexible hours when required.
· Any other ad-hoc assignments/projects assigned by the Director.
Experience & Education:
· Diploma / Certification in Business Management
· Minimum 3 relevant experience in providing significant secretarial / personal administrative support
Skills & Abilities:
· Being a trusted confidante and exercise utmost discretion and maintain confidentiality at all times.
· Strong organisational skills & problem solving – able to anticipate potential issues and proactively resolve them.
· Being intuitive – Ability to anticipate the needs of the Director, well before she expresses her needs.
· Tech-savvy and having technological prowess - Proficient in Microsoft Office e.g. Outlook, Word, Excel.
· Ability to work independently and work under pressure at times to handle a wide variety of activities.
· Ability to exercise good judgment in a variety of situations, with strong written and verbal communication.
· Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
· Ability to multitask and switch gears at a moment’s notice.
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