Personal Assistant to GMD
2 weeks ago
Job Summary:
- Provide high-level administrative support to the Group Managing Director, utilizing diplomacy, discretion, and confidentiality to manage and prioritize his time effectively.
- Offer comprehensive secretariat support and assistance to the Group Managing Director in the discharge of his duties.
- Ensure prompt and effective communication between subsidiaries/departments and the Group Managing Director.
- Manage board processes, including board papers, agendas, minutes, discussion papers, and proposals.
- Prepare memos, letters, and miscellaneous correspondence for the Group Managing Director's approval and ensure daily dispatch of outgoing mail.
- Update the Group Managing Director's contact database and maintain his official diary.
- Proactively prioritize, plan, and schedule the Group Managing Director's busy schedule, diary commitments, papers, and travel arrangements.
- Conduct daily diary meetings with the Group Managing Director to discuss upcoming engagements, invitations, and other requests.
- Maintain regular updates of appointments and ensure the preparation for meetings is smooth.
- Schedule meetings on behalf of the Group Managing Director between him and his direct reports and committees/groups to which he is a member.
- Manage the Group Managing Director's calendar, receive/respond to sensitive correspondence, keep, maintain, update, and retrieve files.
- Filter general information, queries, phone calls, and invitations to the Group Managing Director.
- Carry out research on behalf of the Group Managing Director when assigned.
- Ensure guests meeting with the Group Managing Director are well taken care of.
- Provide a service that is in line with the Group Managing Director's work habits and preferences.
- Anticipate and identify potential problems in relation to issues arising, particularly when priorities can change at short notice.
- Use own initiative to undertake action to minimize disruption to the scheduled workload.
- Maintain office systems, including data management and filing.
- Perform any other function assigned by the Group Managing Director.
- Bachelor's Degree in Business Administration, Secretarial Administration, Public Administration, or related fields.
- At least 5 years of working experience in a similar position.
- Demonstrable experience in an administrative/executive assistant/PA role in a highly pressurized environment requiring tact, judgment, and discretion in handling internal and external contacts.
- Experience of diary management/researching and booking of travel and accommodation.
- Experience of successfully working with senior management.
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