Personal Assistant to Director

2 weeks ago

Singapore HEINDRICH TRADING PTE. LTD. Full time

**Personal Assistant to Director (Export/Import, Commodities)**

**Key Responsibilities:
**1. Administrative Support**:

- Manage the director’s calendar, scheduling meetings and appointments related to export/import operations.
- Organize and maintain documentation, records, contracts and trade agreements.
- Prepare and edit reports, presentations, and correspondence related to operational performance and market conditions.

2. **Communication**:

- Act as the primary point of contact for communication with third parties.
- Draft and manage communications regarding shipments, quality control, and operational updates.

3. **Meeting Coordination**:

- Organize meetings with third parties, ensuring all logístical details are arranged.
- Prepare meeting agendas and take minutes, documenting decisions and action items.

4. **Negotiation and Representation**:

- Represent the director/CEO in negotiations with third parties, ensuring the organization's interests are upheld.
- Prepare for negotiations by conducting research and developing strategies to achieve favourable outcomes.
- Strategize for expansion into the Central and South American market.

5. **Market Research and Analysis**:

- Conduct research on market trends, pricing, and regulations related to the commodities.
- Assist in compiling reports on supply chain performance and quality assessments.
- Building a foundation for operations in the new markets.

6. **Quality Control**:

- Collaborate with the directors to establish quality control measures for the commodities.
- Travel as needed to inspect commodity quality at supplier locations, ensuring compliance with standards.

7. **Project Management**:

- Assist in managing projects related to import/export operations, tracking progress and deadlines.
- Coordinate with various departments (e.g., logistics, compliance) to ensure smooth operations.
- Develope market entry plan.

8. **Confidentiality and Discretion**:
Handle sensitive information regarding contracts, pricing, and relationships with third parties with discretion.

**Qualifications:
**1. Education**:Master degree

2. **Experience**:Prior experience as a personal assistant or executive assistant in export/import, with specific knowledge of commodities.

3. **Skills**:

- Strong understanding of export/import processes and regulations.
- Familiarity with natural resources and quality assessment standards.
- Excellent negotiation and communication skills, particularly for engaging with third parties.Proficiency in office software (e.g., MS Office Suite) and relevant trade management software.

**Personal Attributes**:

- Strong attention to detail, particularly in documentation and quality control processes.
- Professional demeanor with the ability to work independently and prioritize tasks.
- Willingness to travel frequently to inspect and meet with stakeholders.

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