The Executive Assistant is responsible for managing the administrative needs of the company and providing secretarial support to the Business CEO.
Key duties and responsibilities
Secretarial Function
- Handle secretarial tasks such as screening calls for the Business CEO, scanning and distributing documents to relevant personnel, managing incoming mail, and other related duties to ensure prioritized communication flow.
- Support and manage the Business CEO's calendar, schedules, and appointments, ensuring proper organization of meeting schedules.
- Prepare agendas, notices, minutes, and resolutions for corporate meetings, ensuring attendees are well-informed.
- Take and transcribe dictations, compose and prepare confidential correspondence, reports, and other presentation materials for management meetings.
- Respond to routine external correspondence, type memos, purchase requisitions, payment requests, etc.
- Arrange complex travel plans and itineraries, and compile meeting materials.
- Maintain overall office supplies.
- Maintain confidentiality of all corporate, personnel, and research matters.
- Maintain files and records ensuring easy retrieval when needed while safeguarding the security and confidentiality of sensitive documents.
Administrative Function
- Coordinate with a travel agent regarding flight ticket purchases for key executives and staff, and facilitate visa applications, ensuring travel requirements are met and arrangements are coordinated.
- Assist in accommodation arrangements for incoming expatriates and visitors.
- Coordinate office repairs and office equipment maintenance, janitorial and messenger services, lighting, and electrical works, and other office maintenance activities with vendors or building management, ensuring efficient and timely repairs and maintenance.
- Source office supplies/furniture/plants/pantry supplies, etc., and coordinate with suppliers for samples to ensure purchased products meet specified requirements.
- Coordinate with telecommunication companies regarding telephone line installation and cellular phone subscriptions for the company, ensuring accurate completion of applications.
- Monitor usage of company-issued cellular phones, promptly report problems to the telecommunication company, and ensure official call costs remain within budget.
