The CCOO's Executive Assistant will be providing comprehensive administrative and secretarial support to the CCOO. The Executive Assistant will be responsible for managing the day-to-day administrative and secretarial tasks and providing proactive support to the CCOO. The incumbent will report to the CCOO.
JOB DESCRIPTION
- Providing full administrative support and secretarial assistance to the CCOO.
- Proactively contribute to the management of CCOO's calendar including organizing appointments, meetings, send reminders or notice of meeting cancellation or changes taking and prioritizing the most sensitive matters.
- Coordinate and schedule meetings, workshops, conferences, seminars, events for the CCOO, ensuring all relevant information, documents, and resources (equipment set-up and organizing catering when necessary) are prepared in advance.
- Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes as and when needed.
- To follow-up with all actions required after meeting and ensure all required action are carried out and no deadline are missed.
- Coordinate and liaise with other Executive Assistants on onsite meetings, luncheons, in-house events, etc when required.
- Welcoming visitors for meetings and events and promoting professional image of the organization.
- Making phone calls in a polite and professional manner on behalf of CCOO to stakeholders to follow up on tasks when required.
- Assist the team in the timely management of communications including written, telephone, email, and voicemail.
- Compose and edit letters, documents, emails, etc and ensure follow-up with those that require answers, responses, and written replies.
- Prepare simple spreadsheets & powerpoint slides when required..
- Assist in compiling data on suppliers/brochures/conference summary documents and etc.
- Conduct research and gather information on various topics as requested by the CCOO, compiling and organizing data in a presentable format.
- Maintain comprehensive, efficient and accurate filing system of all documents.
- Manage and coordinate travel, accommodation, transportation, etc.
- Spend time and become familiar with all aspects of the business to follow up better with Suppliers etc.
- To travel overseaswith CCOO when required occasionally.
- Cover other team members when one is on leave / away from the office.
- Any other ad-hoc duties
JOB REQUIREMENTS
- Minimum A level/ Diploma/ degree in Business Administration or equivalent is required.
- Minimum 5 years of PA experience working with C-level executives in order to understand the job requirements.
- Excellent communication skills (written and verbal).
- Detail oriented to ensure accuracy and quality.
- Creative problem-solving and able to handle pressure and fast turnarounds.
- Must demonstrate a can-do attitude.
- Ability to work independently with minimal supervision.
- Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
- Demonstrate strong knowledge of Microsoft Office and Mac OS.
- Experience working as a flight stewardess will be advantageous.
Please be informed that only shortlisted candidates will be notified. Thank you.
