Summary
The candidate is in charge of providing a full range of secretarial and
administrative support activities, inclusive of highly confidential and
sensitive matters.
Job Functions, Responsibilities & Authorities
* Handles electronic mails - read, comprehend and sort emails which need immediate attention and response.
* Sorted emails to coordinate with the Manager; take dictation if necessary and respond electronically as per his advice.
* Coordinate and/or report all office-related issues to the Manager.
* Delegate task / give instructions to HODs and employees on behalf of the Manager (via email or verbally)
* Responsible for maintaining corporate confidentiality
* Responsible to report any malfunctions/ anomalies and irregular activities to Top Management
* Receiving/Accommodating Manager's guests/VIPs and/or visitors at all levels.
* Drafts general correspondence, hand over for review and do corrections/revisions accordingly.
* Handles and screens incoming calls for the President/Chairman (mobile and land line).
* Attend incoming internal calls
* Attend and respond to queries of HODs and employees (via internal calls or email)
* Coordinate HR and Accounts related issues to such as approvals for air tickets and hotel reservations and other relevant office issues.
* Keeps the Manager's diary schedule - business and personal meetings i.e. medical, bank meetings, etc
* Take/receive instructions from the Manager regarding his personal matters (home, banks, medical and others).
* Bring Up File Updating and Follow Up.
* Constant update of database in order to maintain knowledge of all corporate & personal contacts
* Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement for Manager (air ticket and hotel reservations and arrangement of meeting schedules abroad delegate this task if necessary).
* Attend internal meetings; record Minutes of the Meeting, transcribe and submit for review.
* Initiates corrective action when required.
* Receive general task assignment from Executive VP and execute accordingly.
* Represent Top Management during absence within the delegated capacity.
* Issue corrective actions once identified and approved.
* Issue official correspondence on behalf of the Manager when necessary.
Skills/Experience:
* Bachelor Degree graduate, preferably in Engineering (would always be considered as added value)
* +5 years ' experience working with senior management level
* Proficient in using MS office applications.
* Hold traits/ skills of data and info confidentiality and privacy.
* Experience in working with different cultures.
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