Executive Assistant
Job Description
<strong>Job Description<br><br></strong><strong>JOB PURPOSE<br><br></strong>To provide executive, administrative, and clerical support and services to the Shared Services VP, covering a range of activities including managing correspondence, arranging meetings, booking travel arrangements, preparing office documents, etc.<br><br><strong>Description<br><br></strong>KEY ACCOUNTABILITIES<br><br><strong>Administrative Services <br></strong><ul><li>Assist in provide a range of administrative assistance services to the Shared Services VP, including calendar management, mail management, drafting of routine correspondence, responding to telephone calls, etc.</li><li>Assist, Develop and update Shared Services VP documents, such as invoices, reports, memos, office guides and procedures, phone and mailing lists, etc., by conducting relevant research and collecting data from various tools and sources.</li><li>Format, edit, proofread documents and publications for the Shared Services VP consumption.</li><li>Establish and maintain effective record management and document retrieval processes, allowing easy accessibility of information to the Shared Services VP.</li><li>Assist in ensure that sensitive and confidential information is managed appropriately, by setting appropriate controls for access, securing confidential documents in locked cabinets, and using specific waste bins and shredders to dispose information.</li><li>Assist in ensuring operation and maintenance of office equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories and evaluating new equipment for purchase.</li><li>Assist in maintaining appropriate inventory of office supplies, by regularly checking stock levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.</li><li>Coordinate travel arrangements and schedules for the Shared Services VP to ensure accurate, timely and comfortable business travel.<br><br></li></ul><strong>Executive Assistance and Meeting Management Support <br></strong><ul><li>Coordinate business travel for the Shared Services VP, including making flight and hotel bookings, submitting visa applications, and managing expense claims.</li><li>Coordinate meetings being attended by the Shared Services VP, including managing room reservations, making catering arrangements, preparing and maintaining participant lists, and preparing required meeting materials.<br><br></li></ul><strong>Budget Management<br></strong><ul><li>Prepare, control and document all the expenditures of the Shared Services VP in accordance with the approved budget accurately and properly<br><br></li></ul><strong>Policies, Systems, Processes, Procedures, Standards and Reports<br></strong><ul><li>Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.</li><li>Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence.<br><br></li></ul><strong>Related Tasks<br></strong><ul><li>Perform any other related tasks and duties as directed.<br><br></li></ul>Technical Competencies<br><br><strong>TECHNICAL COMPETENCIES<br></strong><ul><li>Relations Management – Basic</li><li>Language Proficiency – Basic</li><li>IT skills – Proficient</li><li>Data Management – Basic</li><li>Administrative Skills – Proficient</li><li>Follow-up operations management – Proficient</li><li>Documents and archives management – Proficient</li><li>Document and Archives Management – Proficient<br><br></li></ul>Education<br><br>Business Administration or any other related fields
