Scope of duties and responsibilities includes but is not limited to :
Telephone coverage, answer phones, take accurate messages, know executives’ whereabouts at all times, handle urgent/confidential calls with appropriate judgment
Heavy client interaction with high-level internal and external executives; act as liaison with clients and their assistants
Maintain executives’ calendar, schedule all meetings and conference calls, field e-mails and phone calls requesting meetings, handle meeting conflicts and prioritization issues
Ability to adjust to handling requests at different times with little notice
Coordinate all related conference rooms including any catering, videoconference set up
Arrange all aspects of travel, keeping executives’ travel profile up-to-date, manage approvals for any travel, arrange flights, hotels, rental car and sedan service, currency exchange using agency and online services
Prepare all itineraries, and meeting minutes
Prepare and submit all expense reports on a timely basis
Personal work as directed (vacations/ family travel)
Type correspondence, memos and presentations, prepare presentation and meeting materials; copy, collate, bind
Maintain filing system, correspondence, documents and personal files for CEO
Retrieve research or other necessary materials from internet
Send and retrieve digital and inbound faxes
Open and distribute executives’ mail, sort and prioritize; arrange messenger and overnight package services
Train temporary workers on phones and all office routine
Provide backup support for colleagues during vacation/sick days, and assist as needed with phone coverage and other office needs
Requirements :
Bachelor degree (S1) in management/administration from reputable university. Min 3.00/4.00
Fluency in English and Mandarin is a must (both written and oral)
Min. 3 years of relevant working experience
Excellent communication, writing, and judgment skills
Strong attention to detail, solid organization/time management skills
High integrity, good personality, and excellent interpersonal skills
Able to work in a fast-paced environment and handle multiple tasks concurrently
Computer literacy in Microsoft Office applications is a must
