Executive Assistant to GM

Summary

The General Manager Secretary provides confidential and administrative support to the General Manager and the General Manager's Office. The role ensures smooth day-to-day operations, effective communication, and the proper handling of sensitive or proprietary information. The incumbent must be highly organized, able to work independently in a fast-paced environment, and exercise a high level of discretion when dealing with confidential matters.

Key Responsibilities

• Handle, order, and coordinate hospitality and meal arrangements for senior management and visiting customers (including US and EU stakeholders).

• Manage non-halal meal arrangements as required, ensuring sensitivity and professionalism in handling diverse needs.

• Ability to manage banking transactions, payment processing, and financial documentation independently while ensuring compliance with company procedures.

• Manage and schedule daily appointments, meetings, and calendar activities for the General Manager.

• Screen, handle, and prioritize all incoming calls and correspondence.

• Manage confidential information and documentation with utmost discretion.

• Receive, verify, and submit internal and external documents for the General Manager's review and approval.

• Ensure all approved documents are distributed to relevant personnel promptly.

• Draft official correspondence, emails, and reports as required.

• Organize and coordinate various departmental meetings such as staff meetings, operations reviews, ad hoc meetings, assembly & test meetings, and support group meetings.

• Record and prepare minutes of meetings, ensuring proper documentation and filing for future reference and audit purposes.

• Compile reports and gather information from department heads in preparation for management meetings.

• Maintain a well-organized and systematic filing system for both internal and external documents.

• Manage meeting room bookings and logistics.

• Coordinate travel and accommodation arrangements for the General Manager and other employees, including obtaining travel quotations.

• Organize company functions and events.

• Assist in special assignments and other ad hoc tasks as delegated by the General Manager.

Job Requirements

• Diploma or Degree in Secretarial Studies, Public Relations, Business Administration, or a related field.
• Proficient in Microsoft Office (Excel, PowerPoint, Word, and Outlook).
• Strong organizational and time management skills.
• High level of discretion and professionalism.
• Good understanding of finance terminology and business processes.
• Excellent written and verbal communication skills.
• Ability to work independently and manage multiple priorities.