Job description
*Position Overview: *
The Business Assistant will support the directors in their projects and deals, requiring someone skilled in using productivity tools, AI applications, and conducting information searches. The ideal candidate should be well-organized, emotionally intelligent, and able to stay calm under pressure. A strong willingness to learn and continuously improve is important for this role. They should be versatile and adaptable, able to handle a variety of tasks and challenges with ease. The candidate should enjoy learning and be motivated to upgrade their skills and knowledge regularly. Proactive, resourceful, and self-motivated, they should have a strong sense of initiative. Additionally, they need to have a keen interest in AI and technology, with the ability to quickly learn and apply new tools effectively, while also managing stress, communicating well, and building strong relationships.
*Key Responsibilities: *
1. *Administrative Support: *
- Manage and prioritize the directors' schedules, including meetings, appointments, and travel arrangements.
- Prepare and organize documents, reports, presentations, and other materials required for meetings or project work.
- Handle correspondence, including emails, calls, and letters, ensuring timely responses and follow-ups.
2. *Project Coordination: *
- Assist in the coordination of projects, including setting timelines, tracking progress, and ensuring deliverables are met.
- Work closely with various departments to ensure that project tasks are completed on time and align with the directors' objectives.
- Conduct research and gather information necessary for project planning and decision-making.
- Carry out outdoor work assignment when necessary.
- Assist the directors in preparing for negotiations, including gathering and analyzing data, preparing briefs, and drafting agreements.
- Track and document the progress of deals, ensuring all necessary steps are completed and that all parties are kept informed.
- Coordinate with external partners, clients, and stakeholders as needed to support deal execution.
3. *AI and Productivity Tools Utilization: *
- Utilize AI tools to automate routine tasks, enhance productivity, and support decision-making processes.
- Stay updated on the latest productivity and AI tools, integrating them into daily tasks to improve efficiency.
- Provide training or guidance to other team members on the effective use of AI and productivity tools.
4. *Information Search and Analysis: *
- Conduct thorough research on various topics related to the directors' projects and deals, including market trends, competitor analysis, and industry developments.
- Summarize and present findings in a clear and concise manner, providing actionable insights to support the directors' decision-making.
- Keep abreast of new information sources and research methodologies to ensure the directors have access to the best and most relevant data.
5. **Continuous Professional Development: *
- Show a strong commitment to continuous learning by staying informed about industry trends, new tools, and best practices.
- Proactively seek opportunities for professional development, including attending workshops, courses, and seminars relevant to the role.
- Adapt to new challenges and changes in the workplace, showing flexibility and a positive attitude towards learning new skills.
*Qualifications: *
- Minimum Diploma in business administration/management or real estate related discipline.
- Proficiency in using productivity tools (e.g., Microsoft Office (Outlook, Teams, Excel, PowerPoint) and AI applications.
- Knowledgeable in commodities international trade, BL, LC will be an added advantage
- Excellent organizational, time management, and multitasking skills.
- Strong communication skills, both written and verbal.
- Class 3 driving license is preferred.
