KEY RESPONSIBILITIES
Represent the COO by welcoming/meeting visitors at all levels of seniority
Review and respond to correspondences e.g. email, faxes and letters from COO’s office and corporate office
Screen phone calls, inquiries and requests, and handle them appropriately
Organize and maintain diaries
Arrange corporate dinners and other functions/events
Produce and prepare documents, briefing papers, reports and presentations for COO’s meetings at corporate level and personal basis
Answer questions and meeting requests directed to the Director
Enhance COO’s and Company’s reputation by accepting ownership for accomplishing mew and different requests’ exploring opportunities to add value to job accomplishments
Involved in decision-making processes as and when requested
Promote corporate image by representing COO internally and externally, providing liaison between the COO, key executives and employees etc
Devise and maintain office systems, including data management and filing of the COO office, corporate office and other subsidiaries, as and when required
Ensure office supplies inventory are adequate
Ensure operation of tools and equipment are in working order
Ensure preventive maintenance programme is in place and that regular maintenance is carried out
General housekeeping/general maintenance of office premise
Arrange travel involving complex itineraries on both commercial and private jet (business, personal and leisure), visas, accommodation and transportation of Director and family
Assist to arrange travel, visas and accommodations and other Senior Management team, as and when necessary
Complete projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans
Responsible for COO’s accounts and budgets for business and personal basis (e.g. banking, household, investments, expenditures, billings, invoices etc)
Improve quality results by studying, reviewing, evaluating and re-designing of operating practices
Assist to oversee smooth operation of the corporate Headquarters
Assist COO with other personal tasks
Other ad-hoc duties as and when assigned by the management
Requirements
- At least 6 years of working experience in Secretary role
- Experience in trading and retail background is highly preferred
- Good knowledge in MS office
- High level of problem solving skills and an analytical mind set
- Able to meet tight deadlines and work under pressure
- Self-motivated person with strong leadership and supervisory skills
- Able to confidently liaise with people at all level
- Meticulous and a sense of empathy with good inter-relationship skill
- Able to adapt to a fast pace working environment
- Good oral and written communication skills, strong organizational skills with keen at details
