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Executive Assistant
2 weeks ago
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**:
1. Calendar Management: Efficiently manage the director's calendar, schedule appointments, and coordinate meetings, ensuring optimal use of time and prioritization of tasks.
2. Travel Arrangements: Make travel arrangements, including flight bookings, hotel accommodations, and ground transportation, considering the director's preferences and company policies.
4. Meeting Support: Prepare meeting agendas, take minutes, and assist in the preparation of presentations, reports, and other documents required for meetings.
5. Document Management: Organize and maintain electronic and hardcopy files, including reports, presentations, and confidential documents, ensuring they are easily accessible and properly archived.
6. Correspondence and Documentation: Draft, proofread, and edit correspondence, reports, and other documents, ensuring accuracy, clarity, and adherence to company guidelines.
7. Liaison: Act as a liaison between the director and other executives, departments, and external parties, facilitating effective communication and collaboration.
8. Event Planning: Assist in planning and coordinating company events, conferences, and meetings, including logistics, venue arrangements, and catering services.
9. Research and Analysis: Conduct research, gather data, and provide summaries and briefings on various topics as requested by the director, supporting informed decision-making.
10. Expense Management: Track and reconcile expenses, process invoices, and ensure timely submission of expense reports and reimbursement requests.
11. Time Management Support: Help the director manage their time effectively by proactively identifying priorities, following up on action items, and ensuring deadlines are met.
12. Office Management: Oversee administrative tasks, such as office supplies procurement, equipment maintenance, and coordination of facilities management services.
Qualifications:
1. Experience: Technical / Engineering field graduate. Prior experience as a personal assistant or executive assistant, preferably supporting a director or senior executive, is highly desirable.
2. Organizational Skills: Excellent organizational and multitasking abilities to manage competing priorities, meet deadlines, and maintain attention to detail.
3. Communication Skills: Strong written and verbal communication skills to effectively interact with individuals at all levels, both internally and externally.
4. Discretion and Confidentiality: Ability to handle confidential and sensitive information with utmost discretion and maintain a high level of professionalism.
5. Technology Proficiency: Proficient in using office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software or systems.
6. Adaptability: Flexibility to work in a dynamic and fast-paced environment, readily adapting to changing priorities and demands.
7. Professionalism: Strong work ethic, integrity, and commitment to maintaining high standards of professionalism and confidentiality.
