Executive Assistant

Job Description: Personal Assistant for Director

Position Summary The Personal Assistant (PA) for the CFO provides comprehensive administrative support and assistance to ensure the efficient operation of the CFO's office. The PA plays a crucial role in managing the CFO's schedule, coordinating meetings, handling correspondence, and maintaining effective communication with internal and external stakeholders.

Responsibilities

• Calendar Management: Efficiently manage the director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and prioritization of tasks.
• Travel Arrangements: Make travel arrangements, including flight bookings, hotel accommodations, and ground transportation, considering the director's preferences and company policies.
• Communication Management: Handle incoming calls, emails, and correspondence on behalf of the director, prioritize and respond to inquiries promptly, and maintain confidentiality of sensitive information.
• Meeting Support: Prepare meeting agendas, take minutes, and assist in the preparation of presentations, reports, and other documents required for meetings.
• Document Management: Organize and maintain electronic and hardcopy files, including reports, presentations, and confidential documents, ensuring they are easily accessible and properly archived.
• Correspondence and Documentation: Draft, proofread, and edit correspondence, reports, and other documents, ensuring accuracy, clarity, and adherence to company guidelines.
• Liaison: Act as a liaison between the director and other executives, departments, and external parties, facilitating effective communication and collaboration.
• Event Planning: Assist in planning and coordinating company events, conferences, and meetings, including logistics, venue arrangements, and catering services.
• Research and Analysis: Conduct research, gather data, and provide summaries and briefings on various topics as requested by the director, supporting informed decision-making.
• Expense Management: Track and reconcile expenses, process invoices, and ensure timely submission of expense reports and reimbursement requests.
• Time Management Support: Help the director manage their time effectively by proactively identifying priorities, following up on action items, and ensuring deadlines are met.
• Office Management: Oversee administrative tasks, such as office supplies procurement, equipment maintenance, and coordination of facilities management services.

Qualifications

• Experience: Technical / Engineering field graduate . Prior experience as a personal assistant or executive assistant, preferably supporting a director or senior executive, is highly desirable.
• Organizational Skills: Excellent organizational and multitasking abilities to manage competing priorities, meet deadlines, and maintain attention to detail.
• Communication Skills: Strong written and verbal communication skills to effectively interact with individuals at all levels, both internally and externally.
• Discretion and Confidentiality: Ability to handle confidential and sensitive information with utmost discretion and maintain a high level of professionalism.
• Technology Proficiency: Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software or systems.
• Adaptability: Flexibility to work in a dynamic and fast-paced environment, readily adapting to changing priorities and demands.
• Professionalism: Strong work ethic, integrity, and commitment to maintaining high standards of professionalism and confidentiality.