Assistant Personal Executive

Purpose of the job: To provide effective office administrative and support functions to the designated Executive Managers and teams in order to ensure the smooth running of the office.

Responsibilities

1. To provide administrative support to the designated managers.
2. To ensure the confidentiality and security of all documents.
3. Act as a front line to the department (greeting and screening of visitors, answering telephone calls, etc.).
4. Organising diaries, including the scheduling of meetings, issuing of calendar invites, and booking of conference/meeting rooms.
5. Maintain an efficient and accurate recording of documents and filing system.
6. Responsible for the provision of an effective and accurate diary management service.
7. Liaising with all customers in a professional manner.
8. Liaising with other team members and departments on behalf of the relevant manager.
9. Keeping record of information and preparation of documentation as instructed.
10. Responsible for the administration and booking of all travel arrangements and other logistic requirements.
11. Preparation of team's expense and travelling claims.
12. Assist with group company board and committee planning, compiling, and circulating board packs.
13. Responsible for the planning of departmental events and meetings.
14. Managing external service provider's invoicing and ensuring timely payment.
15. Collating, tracking, and maintaining data sheets for the relevant manager.
16. Compile accurate and professional presentations and reports.
17. Ensuring all communication goes out timeously.
18. Display initiative in the coordination and efficient running of the office.
19. Assist with order capturing, petty cash management, and Forex requests as and when required.
20. Ad hoc requests.