Job Details
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Job Description
Calendar Management, Meeting & Appointments
- Manage and maintain the Chairman’s calendar and be able to prioritize and monitor any schedule/diary conflicts
- Plan and schedule meetings and appointments for both internal and external meetings, exhibitions and business travel
- Update the Chairman of upcoming deadlines for both internal & external commitments and engagements
- Coordinate meetings, discussions and appointments including preparation of materials for discussion and other amenities
- Attend and prepare minutes and records of various Weekly/ Monthly meetings.
- Distribute the minutes of meeting on a timely basis and to follow up actions when relevant.
- To prepare the next meeting by collecting and providing relevant materials.
- Follow-up on incoming and outgoing correspondences and to arrange for distribution of correspondences on a timely basis
- Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
- Filter information, communication and taking appropriate action by escalating or redirecting based on the Chairman's direction in order to manage his time efficiently.
Record Keeping and File Management
- Maintain and control an accurate and complete record of documents and correspondences in Correspondence Database.
- Manage an organized filing system for efficient data retrieval.
- Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, and any data/ information back-up are readily accessible when required
- Manage and maintain the Chairman's contacts database and to ensure that it is up-to-date.
Reporting and Monitoring
- Ensure timely and accurate preparation of documents, reports, papers and presentations for upcoming meetings/ appointments
- Develop and maintain periodic reporting for the Chairman office as and when required.
- Create Weekly and monthly reports from different departments.
Office Management
- Leadership for the Secretarial staff by monitoring the procedures, and providing guidelines to ensure that it is relevant to the operational needs.
- Maintain overall knowledge of company's projects by attending site visits and keep abreast of the projects development
- Manage and enhance relationships with the relevant internal & external company partners, associates and any other relevant organizations.
- Maintain a flow of information to colleagues and other co-employees while maintaining confidentiality or sensitive information and interact professionally with all levels of management, staff, business associates and business partners at all times
- Undertake other important ad-hoc assignments and entrusted responsibilities that may arise due to work contingencies
Job Requirements
Qualification’s requirements for the position:
- Education:Bachelor Degree in related field.
- Certificate / Diploma in Secretarial Science, Management, Mass Communication.
Experience:
- 5-8 Years of working experience in performing Secretarial duties including minimum 3 years of experience dealing with Board Level / Executive Management preferably.
- Excellent in English business writing and communication skills (verbal and written).
- Good working knowledge of Microsoft Office (Word, Excel, Power Point)
- Excellent organizational and interpersonal skills with a high level of professionalism and ability to maintain confidentiality at all times.
- Ability to multi-task and work in a fast paced working environment
- Strong initiative and ability to work under pressure
- Ability to work independently and interact effectively with all levels and a good team player
- Females only.
Competences:
- Adaptability - Organization - Communication Skills - Business Understanding - Judgment
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