Assistant Personal Executive

To provide effective office administrative and support function to the designated Executive Managers and teams in order to ensure the smooth running of the office.

Responsibilities

• To provide administrative support to the designated managers
• To ensure the confidentiality and security of all documents
• Act as a front line to the department (greeting and screening of visitors, answering telephone calls etc.)
• Organising diaries, including the scheduling of meetings, issuing of calendar invites and booking of conference / meeting rooms
• Maintains an efficient and accurate recording of documents and filing system
• Responsible for the provision of an effective and accurate diary management service
• Liaising with all customers on a professional manner
• Liaising with other team members and departments on behalf of the relevant manager
• Keeping record of information and preparation of documentation as instructed
• Responsible for the administration and booking of all travel arrangements and other logistic requirements
• Preparation of team’s expense and travelling claims
• Assist with group company board and committee planning, compiling, and circulating board packs
• Responsible for the planning of departmental events and meetings
• Managing external service provider’s invoicing and ensuring timeous payment
• Collating, tracking, and maintaining data sheets for the relevant manager
• Compile accurate and professional presentations and reports
• Ensuring all communication goes out timeously
• Display initiative in the coordination and efficient running of the office
• Assist with order capturing/Petty cash management and Forex requests as and when required
• Adhoc requests