Main duties & responsibilities

A Executive Assistant, sometimes called an executive secretary or personal/private secretary, works closely with senior managerial or directorial staffs to provide administrative support, usually on a one-to-one basis. Executive Assistant helps AMD/ CFO to make the best use of their time by dealing with secretarial and administrative tasks.

Executive Assistant needs extensive knowledge of the organization. Executive Assistant needs to know who key personnel are (both external and internal) and understand the organization's aims and objectives

• Devising and maintaining office systems, including data management and filing;
• Arranging travel, visas and accommodation and, occasionally, travelling with AMD/CFO to take notes or dictation at meetings or to provide general assistance during presentations;
• Screening phone calls, enquiries and requests, and handling them on behalf of AMD/ CFO
• Meeting and greeting visitors at all levels of seniority on behalf of AMD/ CFO
• Organizing and maintaining diaries and making appointments;
• Dealing with incoming email, faxes and post, often corresponding on behalf of AMD/CFO
• Taking dictation and minutes;
• Producing documents, briefing papers, reports and presentations;
• Liaising with clients, suppliers and other staffs instead of AMD/ CFO
• Keeping all matters of confidential nature strictly confidential when AMD/ CFO is exchanging information
• Managing timelines for AMD/ CFO as well as all HODs
• Checking of all documents before passing to AMD/ CFO for signature
• Set up of meetings as well as taking of meeting minutes and ensuring AMD/CFO is well prepared for meetings.
• After each meeting, a report is to be sent to AMD/ CFO, copy MD
• Clear understanding of company regulations and communication standards.
• Use of IT to improve productivity.
• Inform AMD/CFO 1 month in advance on all key events and make necessary preparation for AMD/CFO to attend the key events
• Good knowledge on the Collective Labour Agreement, company regulations and maintain secrecy on issues

Other duties

• In addition to supporting AMD/CFO and other departments, Executive Assistant also has own personal workload and responsibilities. The scope of the Executive Assistant's role can be extensive and additional duties may include:
• Carrying out specific projects and research
• Responsibility for accounts and budgets;
• Taking on some of AMD/CFO’s responsibilities and working more closely with management;
• Deputizing for AMD/ CFO, making decisions and delegating work to others in the AMD/CFO's absence;
• Being involved in decision-making processes
• Be involved in planning and execution of projects
• Other tasks as assigned by Superior and Board of Management

Authorization

Having rights to propose Company provide favorable conditions to fulfill assigned tasks

Relationships

• Internal relationship: All departments in the company
• External relationship: Related authorities and service supplier that approved by AMD/CFO

Core competencies and skills

• Knowledge and education level: Oversea Education (Singapore, Australia...)
• Law degree/ certificate
• Understand the business of company

Skills:

• Experienced in Secretarial duties
• Good command in English (both verbal and writing)
• Interpersonal skill
• Patient and well organized

Experience

• More than 2 years in Executive Assistant