Job Purpose:
To develop and provide a comprehensive organisational, administrative and programme support service to the Chairman by proactively overseeing the Chairman’s workload and completing tasks as directed by the Chairman and as well as Personal family assistant role.
Main Responsibilities:
1. As personal family assistant’s responsibilities could include scheduling appointments, planning family travel and logistics, performing administrative duties around healthcare, school, philanthropies, performing housekeeping duties, providing childcare, organizing the household and assisting parents with basic chores and errands.
2. To provide support to the Director in delivering Organization overall strategic objectives.
3. To provide administrative services including diary management, booking meetings, planning events, organizing travel and preparing travel itineraries, correspondence and prioritizing emails for the Director.
4. To work closely with the Director and Senior Leadership Team through regular correspondence, arrange meetings and prepare briefing materials for the Director.
5. To provide administrative support in the delivery of assignments and initiatives on behalf of the Director’s office as and when required.
6. To ensure all correspondence and relevant materials are produced in a timely and accurate manner.
7. To coordinate departmental reports and documentation for the Board of Directors meetings and other meetings with outside partners.
8. To coordinate, attend and take minutes for the Director’s meetings and any other relevant meetings.
9. To conduct research/ analysis as directed by the Director
10. To produce reports and follow up on action points from meetings on behalf of the Director as and when required.
- Maintain electronic and paper records ensuring information is organized and easily accessible.
- To provide administrative support to the Director in the follow up and completion of departmental work plans.
- To provide administrative support to the Director in implementing organizational projects and programmes.
- To provide administrative support to the Director in the leadership and management of the organization.
- To provide administrative services to field offices such as responding to queries, issuing.
- Memos and following up on Director Requests.
Other Responsibilities:
1. To comply with all policies, procedures, legal and regulatory requirements.
2. To hold a valid passport and be willing and able to travel extensively and at short notice.
3. The flexibility to work additional/out of hours as necessary to fulfil the requirements of the role and meet the business needs.
4. To be responsible for health and safety in the area of his/her control and ensure that he/she is familiar with YIG health and safety at work policy.
5. To respect the unique contribution of every individual and work positively in an equal opportunity and diverse environment.
6. The post holder may be required to apply for a disclosure check.
Desired Qualification:
1. Bachelor's degree in Business Administration or equivalent business experience and 5+ years of progressively responsible experience in a large corporation.
2. Master Degree would be an added advantage (EMBA or MBA)
3. Proven experience as executive secretary or similar administrative role.
4. Proficient in MS Office and “back-office” software (e.g. ERP)
5. Excellent written and verbal communication skills in English, and Other Languages , Overseas exposure would be an added advantage.
6. Excellent written and verbal communication skills in English.
7. Proficiency in MS Office (outlook, word, excel and power point)
Soft Skills:
Ability to work in a diverse team.
Ability to work under pressure to agreed deadlines and adapt to change.
Ability to produce minutes of meetings and draft / edit written documents and correspondence independently.
Ability to retrieve information from relevant sources through research.
Ability to handle confidential and sensitive material.
Knowledge of key issues in international development.
Commit to withhold the integrity and standards of Co and its values.
