[SIZE=5]Job Description[/SIZE]
[ul]
[li]Provide an extensive and comprehensive secretarial and administrative support function to the Chief Operating Officer (COO);[/li][li]Be able to effectively schedule the appointments and action on behalf of the COO as appropriate and when instructed;[/li][li]Act as an efficient and courteous gate-keeper, ensuring that the COO is accessible whilst protecting her from unnecessary interruptions;[/li][li]Act as a checkpoint of documents coming to the COO; handling/processing these as far as possible;[/li][li]Manage calendar for the COO, maximize the efficiency on meeting arrangements, interact with internal and external assistants to coordinate a variety of meetings;[/li][li]Perform standard and confidential secretarial and office duties;[/li][li]Handle Internal and External customers in a professional manner;[/li][li]Make travel arrangements for the COO including co-ordinating with other assistants of host country to ensure a comprehensive agenda is formed;[/li][li]Ensure the COO has necessary papers and information ahead of all meetings;[/li][li]Maintain and update the HOST Organization Chart;[/li][li]Arrange/organise client/guest social functions and handling invitations;[/li][li]Deal effectively with incoming mails and correspondence with tact and diplomacy, delegate correspondence where appropriate and ensure that follow up takes place;[/li][li]Maintain and update the COO’s contacts;[/li][li]Ensure that all deadlines the COO requests to diarize are met;[/li][li]Assist the COO and group visitors in booking hotels/flights and arrange visa where possible;[/li][li]E-mail management for the COO: Review and answer mail, e-mails and inquiries on own initiative and determine which executive action is required;[/li][li]Travel arrangements (air ticket booking, car arrangement, hotel reservation) on a local and/or worldwide basis;[/li][li]Handle general payments for the COO and assist the COO in obtaining proper VAT invoices;[/li][li]Fill out expense reports for the COO;[/li][li]Get information as required by the COO;[/li][li]File and backing up data as appropriate;[/li][li]Ensure ‘Gift and Entertainment’ for the COO’s Office are logged and compliant;[/li][li]Work on bi-monthly newsletter to update news for the teams under the COO;[/li][li]Organise quarterly townhalls, work with the COO’s Direct Reports to prepare townhall presentation;[/li][li]Organise events/celebrations for the community under the COO.[/li][/ul]
[SIZE=5]Job Requirement[/SIZE]
[ul]
[li]Bachelor degree holder;[/li][li]3-5 years of working-experience;[/li][li]Care of details and accuracy;[/li][li]Strong knowledge of Outlook, MS Office (Word, Excel, Powerpoint);[/li][li]Efficient user of fax and copy machine, professional typing skill;[/li][li]Good communication and interpersonal skills to perform successfully in a fast-paced &client-oriented environment;[/li][li]Good command of English (conversation and writing);[/li][li]Assignments involve work of a confidential nature, requiring considerable discretion, judgement, tact and diplomacy;[/li][li]Ability to successfully handle multiple tasks at the same time (achieve maximum time effectiveness).[/li][/ul]
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