We are looking for an Executive Assistant to perform a variety of administrative tasks and provide secretarial support to our CEO and senior-level managers. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.
Key duties and responsibilities:
Secretarial Function
- Handle secretarial tasks for the CEO, scanning and distributing documents to relevant personnel and other related duties to ensure prioritized communication flow.
- Support and manage the CEO's calendar, schedules, set up meetings/appointments, ensuring proper organization of meeting schedules.
- Prepare agendas, notices, take minutes and resolutions during meetings.
- Compose, compile and prepare presentation slides and meeting materials for CEO.
- Assist to maintain overall office supplies.
- 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.
- 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.
Qualifications
- A bachelor's degree is preferred
Skills
- Work experience as an Executive Assistant or similar role supporting senior management
- Excellent MS Office knowledge.
- Outstanding organizational and time management skills, creative and willing to take work independently
- Ability to multitask, maintain discretion and confidentiality, and adapt to changing priorities
- Strong verbal, written communication and computer skills
