1. BROAD FUNCTION
The Executive Assistant will play a pivotal role in supporting the smooth functioning of administrative processes and ensuring the seamless execution of training programs. The role involves a diverse range of responsibilities, including administrative task, billing, course confirmation, venue setup, minutes writing and coordination with trainers for ad-hoc training arrangements.
2. ROLES AND RESPONSIBILITIES
· Responsible to the Manager for carrying out the day-to-day administrative tasks to ensure the efficient operation of Ren Ci Learning Academy, which include the followings.
· Handle all enquiries via phone calls, emails, and other communications with professionalism.
· Maintain accurate and organised records of important documents and information.
· Assist in the coordination of training programmers, eg: collation of training registration, liaison with trainers.
· Confirm course enrollments and ensure accurate participant information.
· Communicate with course participants regarding registration details, schedules, and any pre-course
requirements.
· Collaborate with facilities management to arrange necessary equipment, materials and venue setup for
training sessions and to ensure the proper upkeeping of the training facilities.
· Coordinate with trainers to confirm availability and scheduling for training sessions.
· Facilitate communication between trainers and Ren Ci Learning Academy, ensuring smooth collaboration.
· Assist in organising ad-hoc training sessions and workshops, when necessary.
· Send timely reminders to course participants regarding upcoming training sessions, deadlines, and any pre-
requisite.
. Maintain effective communication channels to keep participants informed and engaged.
· Prepare and process timely billing and invoicing for training programs accurately.
· Collaborate with the finance team to ensure timely and accurate financial transactions.
· Monitor and update financial records.
· Provide general administrative support.
· Any other adhoc projects/tasks delegated by the Manager.
Requirements
· GCE ”O” level
· Proven experience as an Executive Assistant or in a similar administrative role.
· Strong organisational and multitasking abilities.
· Excellent communication and interpersonal skills.
· Attention to detail and accuracy in handling financial transactions.
· Ability to work independently and collaboratively in a fast-paced environment.
· Candidate must be able to commit from January to March 2025.
