Executive Assistant

JOB SUMMARY

The Executive Assistant provides high-level administrative support by conducting research, preparing reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.

KEY RESULT AREAS

KRA 1: Office and Schedule Management

• Schedule appointments and coordinate arrangements for meetings making sure executives meet their commitments.
• Coordinate and make all travel arrangements.
• Organize flow of work by reviewing correspondence and determining importance of such, before sharing with the executives.
• Screen and direct incoming calls, correspondence and visitors.

KRA 2: Records and Information Management

• Carry out assigned administrative duties to meet executive's needs.
• Answer questions and furnish information to keep executive's time free of minor detail type work.
• Responsible for the orderly establishment, maintenance and retrieval of filed information and correspondence on a daily basis to ensure immediate access to file data for execution of executive's duties.
• Compose and edit correspondence on behalf of executives.
• Route and answer routine correspondence not requiring executive's attention to ensure timely and accurate response.

KRA 3: Administrative Liaison Management

• Provide support to members of the board as needed.
• Oversee the smooth functioning and facilitation of non-office based requirements of executives and members of the board.
• Responsible for facilitating errands of the executives and members of the board as necessary.

Others

Perform other job or expertise related assignments in order to develop one’s self and/or share one’s expertise resulting to support for operational efficiency

JOB SPECIFICATIONS:

• Graduate of a four year course in Business or in Arts
• At least five (5) years experience in an assistant or secretarial function
• Must be fluent in both English and Cantonese