Personal Assistant to Managing Director
2 weeks ago
The Personal Assistant's work is focused on supporting the MD, in day-to-day activities including:
- Providing secretarial support.
- Obtaining and organizing information for use in conferences, speeches and reports as requested by MD;
- Editing, proofing, formatting, document design/production, form filling and data entry;
- Scheduling/coordinating meetings, schedules, travel arrangements, travel & expense claims.
- Receiving/relying phone messages from internal and external sources, managing the time/interaction MD with internal and external sources.
- Handling confidential business and personnel information.
**Key Tasks**:
**1.Providing Secretarial Support to MD**
- Coordinate MD’s schedules, projects, meetings, acting as gatekeeper to ensure MD can focus on highest priority work.
- Travel management for MD with Company Travel & Expense Platform.
- Coordinate with relevant division in supporting MD’s choice in greeting cards design to customers, business partners during festive periods.
- Maintain business documents related to MD’s office and ensure sensitive information are securely stored or destroyed for privacy and confidentiality.
- Maintain MD’s company Club Membership (Golf), including renewals, bookings, etc.
- Provide support to MD’s personal matters, where required (condo facility breakdown, travel schedule changes during the nights or weekends, etc).
**2. Event / Project Planning**
- Coordinate regional meetings on behalf of MD.
- Plan logístical requirements for event (food and beverage, meeting room setup, reservations, etc).
- Support as member of committee for ad hoc events, such as company Dinner and Dance, etc.
- Assigned to cross functional business projects in other capacity that can include marketing, sales or corporate communications.
**3. General Admin**
- Liaise and arrange MD’s beverage preferences and schedule with tea lady.
- Maintain updated MD and expats’ passports in company shared folder.
- Collate relevant mails to send out to Global HQ via DHL once a week or more depending on urgency of matter.
- Consolidate invoices, claims and other mail and arrange to be sent to Corporate Division office in Singapore.
- Update Gift Declaration Form on behalf of MD.
**Requirements**:
- Diploma or tertiary education in any field.
- At least three years of work experience and at least 1 year in relevant or related fields.
- Good organisational skills.
- Effective in a variety of written and verbal communication settings (with guests, Presidents of group companies; 1-on-1, small groups)
- Possess the **resourcefulness **to figure out where to obtain resources to get things done, or make swift adjustments with limited resources to get things done.
- Possess the **interpersonal savvy **to relate with diverse groups of people.
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