Summary

Responsibilities

• The Executive Assistant will be required to interact with people who are strategically important to the company and is therefore responsible for portraying a favourable and highly professional impression to external contacts.
• The Executive Assistant will also need to be able to manage the Director’s competing demands with a high degree of confidence and professionalism.
• The Executive Assistant will also need to make a significant contribution to the effective performance of the Director by supporting his administrative and information needs. Responsibilities will include diary management, complex travel arrangements and expenses, managing correspondence, as well as discretely handling confidential and sensitive information, information gathering and web searching. The role necessitates a high degree of autonomy and initiative and the need to make decisions daily within the agreed standards and framework, in the context of changing demands.

Administration

• Proactively managing the Director’s complex and flexible diary/calendar, assisting him to maximize his time productivity, such as advising him on upcoming commitments, prioritization, managing regular changes and dealing professionally with competing meeting requests.
• Making complex travel arrangements (including international), hotel bookings, visa requirements, etc., with minimal supervision and within known preferences.
• Liaising with the Director and actively updating his work plan, projects, and responsibilities, including monitoring commitments and deadlines, and maintaining confidentiality.
• Ensure the submission of the reports of follow-up tasks, tasks completed, and the progress of the tasks assigned to different functional heads and the divisions.
• Planning for Strategic Management Group, Board, and Board sub-committee meetings, including booking rooms, arranging catering, travel arrangements for external participants, and collation and circulation of relevant papers and agendas.
• Managing the Directorate filing systems, mailing list and contacts database, taking telephone messages, and dealing appropriately with incoming and outgoing post.
• Providing general administrative duties including word processing, collating, and preparing documents.
• Participating in team meetings, retreats, and other institute events.
• Supplying comprehensive information in response to internal and external requests to include in website/intranet services.
• Basic library and internet searches and presentation of information in appropriate formats.
• General secretarial support for the Director and other clerical duties as well as any special projects that may arise.
• Ensure to be accessible 24/7 in any one medium of communication.

Finance and Legal

• Responsible for processing all expense claims for Directorate members’ activities.
• Responsible for recording and monitoring the Director’s expenditure within agreed guidelines.

Liaison

• Working with the Director to respond to general information requests and to disseminate information through email, mail, publications, and web pages.
• Aiding visitors and staff as appropriate to their position, seniority, and urgency.
• Acting as key contact to provide general information in response to company-related enquiries from staff regarding contact details, dates of meetings, etc.

Education and Qualifications

• A Bachelor's degree in Business Administration/ Management or any relevant field
• Diploma in Secretarial Service/ Office Management is an advantage

Requirements

• A minimum of 3 years experience as an Executive Assistant to CEO/ Director in the manufacturing.

Characteristics

• Professional and well-presented
• Highly organized and detail-oriented
• Discreet and maintains strict confidentiality
• Proactive and able to work independently
• Strong verbal and written communication skills
• Calm under pressure and adaptable to change
• Technologically proficient (especially MS Office)
• Client- and team-oriented
• Accountable and committed to results
• Flexible and accessible when needed (24/7 availability in one medium)
• Honest, trustworthy, and maintains integrity
• Open to learning and continuous improvement
• Approachable and respectful to all levels
• Skilled in managing time and competing priorities
• Willing to go the extra mile to get the job done