| MAIN PURPOSE OF THE JOB: | An executive assistant helps the Director/VP for whom they work with tasks such as scheduling; reviewing, prioritizing and responding to emails; answering and returning phone calls; organizing documents; maintaining records; filtering and attending to the day-to-day functions; taking notes at meetings and any other administrative tasks that the executive can focus on the high-level leadership and strategy functions. |
| KEY RESULTS: 1. Manage scheduling for company Director/VP. 2. Draft, review and send communications on behalf of company Director/VP. 3. Organize and prepare for meetings, including gathering documents and attending to logistics of meetings. 4. Answer and respond to phone calls, communicate messages and information to the Director/VP. 5. Coordinate travel arrangements for Director/VP. 6. Maintain various records and documents for company Director/VP. KEY ACTIVITIES: 1. Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials. 1. Maintain confidential and sensitive information. Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries. 2. Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Director/VP as needed. 3. Delegate tasks and follow up to get the work done on time. 4. Acting as the point of contact among Director/VP, employees, clients and other external partners. 5. Managing information flow in a timely and accurate manner. 6. Managing Director/VP calendars and set up meetings. 7. Make travel and accommodation arrangements. 8. Track daily expenses and prepare weekly, monthly or quarterly reports. 9. Act as an office manager by keeping up with office supply inventory. 10. Format information for internal and external communication – memos, emails, presentations, reports. 11. Screen and direct phone calls and distribute correspondence. 12. Organize and maintain the office filing system. |
| EXPERIENCE & QUALIFICATIONS: | Qualification (Must/Desirable): Graduate from a secretarial college or Masters. PA diploma or certification is a plus. Experience: Min. 3 to 5 years’ experience as an Executive Assistant, Personal Assistant or similar role as an assistant or secretary to the Director/VP of a company. |
| SPECIAL SKILLS: | EXCELLENT FOLLOW UP SKILLS. Excellent written and verbal communication skills. Presentable, must be proficient in PC & MS office. Should be honest. Should be open to doing personal tasks of Director/VP. Time-management skills. Organization skills. Ability to multitask. Interpersonal skills. |
| KEY CUSTOMERS: | INTERNAL: All Team Member. | EXTERNAL: Suppliers, Customer Inspection Agency, Clients |
