Assistant to Director
2 weeks ago
Assistant to Director
(Construction)
5.5 days (Alternate Half-Saturday)
Primary Roles:
Provide efficient and comprehensive support to ensure the smooth functioning of Director daily activities and operations
Provide adminstration suport, documentation preparation, pre-meeting setup. Arrange, Schedule & Plan Director's appointment, meeting, and work arrangement
Key activities
1. Schedule management:
Manage Director Roels' calendar, including scheduling and coordinating meetings, appointments, and travel arrangements. Ensure that all commitments and deadlines are met and handle any necessary adjustments or changes.
Communication management:
Handle incoming and outgoing communications on behalf of Director, including emails, phone calls, and other correspondence. Prioritize and respond to messages promptly, ensuring important matters are brought to their attention
Information management:
Organize and maintain Director's files, documents, and records, both in physical and electronic formats. Ensure information is easily accessible, confidentially handled, and properly archived when necessary.
Meeting support:
Prepare meeting agendas, documents, presentations, and other materials as required. Attend meetings with Director, take accurate notes, and distribute minutes and action items to relevant stakeholders. Follow up on action items to ensure completion.
Travel arrangements:
Coordinate travel arrangements, including booking flights, accommodations, transportation, and visas. Provide detailed itineraries and necessary travel documents to Director, ensuring a smooth and efficient travel experience.
Research and analysis:
Conduct research and gather information on various topics as requested by Director. Compile reports, summaries, and presentations based on the findings, providing relevant insights and recommendations.
Confidentiality and discretion:
Maintain a high level of confidentiality and handle sensitive information with utmost discretion. Understand and adhere to privacy policies and protocols, ensuring the protection of confidential data and documents.
Liaison and relationship management:
Serve as a point of contact between Director and internal and external stakeholders, including staff, clients, partners, and other executives. Build and maintain positive relationships, ensuring effective communication and collaboration.
Administrative tasks:
Handle administrative duties such as managing expense reports, processing invoices, coordinating office supplies, and assisting with any other administrative tasks required to support Director responsibilities.
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