Executive Secretary
2 weeks ago
- Prior experience in Admin duties
- CBD Area
Executive Assistant/Secretary
- Work hours: office hours
- Permanent role
- Location: CBD Area
- Great benefits
Adecco is partnering with an MNC company and they are currently looking for an Executive Assistant.
- Manage the MD's diary which includes all internal and external meetings and calls in Microsoft Outlook / TEAMS. Accurately capture all time zones, prioritise and rearrange where necessary. Anticipate diary conflicts and actively engage with the MD to resolve them
- Coordinate travel arrangements for the MD and team members in office, including booking flights, accommodation, visas, currency, preparation of itineraries and liaising with overseas clients where appropriate, consistent with the company's travel and expense policy
- Process expense claims accurately and in line with company policy
- Ensure internal database is kept uptodate and that new contact information is uploaded on a regular basis
- Coordinate proactively among operations teams (finance, business services, HR, legal) to ensure early and efficient problemsolving and resolution.
- Coordinate closely with the other PA, EA and Office Managers as well as those in the broader business support team and attend biweekly office manager and monthly meetings (remotely).
- Other administrative duties as required
- Provide high quality support to colleagues locally and aboard on a wide range of operational processes / projects
- Book lunches and set up the meeting room for lunches as required
- Ensure all local licences and permits are obtained and renewed in good time
- Manage receptionist and ensure they are fulfilling their duties including greeting visitors and escorting clients to their meeting rooms and offering refreshments
- Liaise with landlord on any building maintenance or parking issues
- Oversee and managing goods and services in the office (cleaning, pest control, OH&S)
- Manage and replenish inventory and office set up processes where required
- Assist other staff with ad hoc office duties as necessary
- Responsible for making sure the office and meeting room areas are always neat and tidy
- Ensure meeting rooms are stocked up with stationery on a daily basis and lights are turned off when meeting rooms not in use
- Process invoices in a timely manner, keeping accurate records for audit purpose
- Provide support for all team events, dinners and meetings
- Lead on any office construction or rearrangements of the office space liaising with all necessary internal departments
Job Requirement
- At least a Diploma in Business or equivalent
- Min 5 years of experience in EA/Secretarial duties
- Experienced working in a shared service environment, maintaining employee data.
- Able to multitask, meticulous, committed and good team player
- Excellent interpersonal and communication skills
- Selfdriven, meticulous, analytical, able to work under pressure
Next Steps
- Prepare your updated resume (please include your current salary package with full breakdown such as base, incentives, annual wage supplement, etc.) and expected package.
Direct Line:
EA License No: 91C2918
Personnel Registration Number:
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