View attachment 13111
Job Description
Job Requirement
Job Description
- Provide an extensive and comprehensive secretarial and administrative support function to the Chief Operating Officer (COO);
- Be able to effectively schedule the appointments and action on behalf of the COO as appropriate and when instructed;
- Act as an efficient and courteous gate-keeper, ensuring that the COO is accessible whilst protecting her from unnecessary interruptions;
- Act as a checkpoint of documents coming to the COO; handling/processing these as far as possible;
- Manage calendar for the COO, maximize the efficiency on meeting arrangements, interact with internal and external assistants to coordinate a variety of meetings;
- Perform standard and confidential secretarial and office duties;
- Handle Internal and External customers in a professional manner;
- Make travel arrangements for the COO including co-ordinating with other assistants of host country to ensure a comprehensive agenda is formed;
- Ensure the COO has necessary papers and information ahead of all meetings;
- Maintain and update the HOST Organization Chart;
- Arrange/organise client/guest social functions and handling invitations;
- Deal effectively with incoming mails and correspondence with tact and diplomacy, delegate correspondence where appropriate and ensure that follow up takes place;
- Maintain and update the COO's contacts;
- Ensure that all deadlines the COO requests to diarize are met;
- Assist the COO and group visitors in booking hotels/flights and arrange visa where possible;
- E-mail management for the COO: Review and answer mail, e-mails and inquiries on own initiative and determine which executive action is required;
- Travel arrangements (air ticket booking, car arrangement, hotel reservation) on a local and/or worldwide basis;
- Handle general payments for the COO and assist the COO in obtaining proper VAT invoices;
- Fill out expense reports for the COO;
- Get information as required by the COO;
- File and backing up data as appropriate;
- Ensure 'Gift and Entertainment' for the COO's Office are logged and compliant;
- Work on bi-monthly newsletter to update news for the teams under the COO;
- Organise quarterly townhalls, work with the COO's Direct Reports to prepare townhall presentation;
- Organise events/celebrations for the community under the COO.
Job Requirement
- Bachelor degree holder;
- 3-5 years of working-experience;
- Care of details and accuracy;
- Strong knowledge of Outlook, MS Office (Word, Excel, Powerpoint);
- Efficient user of fax and copy machine, professional typing skill;
- Good communication and interpersonal skills to perform successfully in a fast-paced &client-oriented environment;
- Good command of English (conversation and writing);
- Assignments involve work of a confidential nature, requiring considerable discretion, judgement, tact and diplomacy;
- Ability to successfully handle multiple tasks at the same time (achieve maximum time effectiveness).
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