Our client is actively searching for an Executive Assistant, APAC to join their team!
If you are a dynamic individual seeking a new career opportunity, read further!
Provide day to day general support such as but not limited to the collation of information or projects requirement, preparation of presentation material, collection of submissions from different stakeholders, implement feedback on required changes and administrative support on calendar management, scheduling, travel & expense preparation management and filing.
The responsibilities of this role are:
- Manage the Managing Director’s diary prioritising key meetings and events. Whilst being able to balance the demand for meetings with ensuring reasonable breaks.
- Coordinate team meetings, conference calls and annual events and build a disciplined routine for managing these.
- Be able to anticipate demand of future meetings and proactively take ownership of appropriately planning for these.
- Manage high volume, complex overseas and domestic travel arrangements, including flight schedules, visa preparation, passport renewals, transport, and accommodation arrangements, liaising with local contacts and currency where appropriate.
- Understand the Instrumentation sectors’ key priorities and objectives to help effectively manage day to day activities and long-term plans.
- Proactively manage the organisation of key documents including agendas, minutes, reports etc so the Divisional Managing Director can operate most effectively in meetings and in their decision making. Where required also ensure that the right documents are issued to the other key stakeholders in a timely manner.
- Collaborate with the wider Executive Business Support Team in sharing of ideas and best practice and support in resolving any challenges.
- Produce and draft documents including reports and presentations as required, ensuring these are consistent with company branding guidelines and existing templates.
- Manage a varied workload and remain agile when resolving conflicting priorities to meet and dealing with changing requirements.
- Operate an effective “bring forward” system, ensuring follow up actions or activities are proactively actioned, and that sufficient preparation time is built in.
- Act as a role model and embrace the Company behaviours and values both for Company and as a representative for the Division.
- Always remain compliant with all company procedures and policies as well as maintaining confidentiality and discretion.
- Build effective relationships with external stakeholders and act as an ambassador for both Company and the Global Managing Director.
- Manage the expenses and invoices in line with Company’s Code of Conduct and best practice.
- Seek continuous improvement opportunities and areas for innovation with the support of our digital systems and platforms to help simplify and build efficiency into day to day working.
The ideal candidate will need to have the following qualities and experience:
- Min Diploma or Degree
- Executive Assistant experience (3 to 5+ years) at Director level and working in C-suite.
- Experience of using the Outlook Suite, One Note, One Drive and Microsoft Teams.
- Senior PA experience at Director level.
- Experience of dealing with sensitive issues and highly confidential material.
- Excellent communication skills both in person and virtually to effectively engage with a variety of stakeholders.
- Excellent organisation skills - has the ability to prioritise and anticipate demand to plan accordingly.
- Strong attention to detail whilst managing high volumes of work.
- Is comfortable in utilising digital technology to support people remotely and is familiar with forging a strong connection even when others are operating remotely during periods of travel.
- Build effective relationships with internal and external stakeholders.
- High personal and professional standards.
- Always acts with integrity and respects confidentiality.
- Strong emotional intelligence, self-awareness, and acts with empathy.
- Contributes to wider initiatives and can think strategically to see the bigger picture.
- A passion for organising people and projects.
- Confident to influence and engage with senior leaders and stakeholders.
- Demonstrates a commitment to professional development and shows a real drive for learning.
- Is resilient and able to constantly uphold professionalism.
An exciting career awaits the right candidate! Click "Quick Apply" to register your interest now.
All applicants' CV will be treated with the strictest confidentiality. We regret to inform that only shortlisted candidates will be contacted.
