Executive Assistant

Responsibilities:

• Provide administrative and secretarial support for the teams / division
• Schedule and coordinate appointments, meetings, and travel arrangements for executives and other staff members.
• Assist in the preparation in company's regular events and activities
• Manage budget, accrual and expenses forecast for team
• Assist in the preparation and submission of proposals, gather supporting documentation, track deadlines.
• Assist with communications and coordinations between regional offices and HQ. 
• Maintain and update files, records, database entry and client files, both electronic and physical.
• Prepare and distribute memos, reports, emails, letters, and other documents as required.
• Book meeting rooms, set up conference calls and take messages.
• Assist in the preparation of presentations, meeting agendas, and minutes.
• Welcome and assist visitors, ensuring a professional and friendly atmosphere.
• Manage office supplies and place orders when necessary.
• Provide high-quality administrative support to the management team and staff.
• Prioritize and manage multiple tasks and deadlines efficiently.
• Ensure the smooth operation of office equipment and report any maintenance or repair needs.
• Maintain confidentiality of sensitive information and handle it with utmost professionalism.

Requirements:

• High diploma or above, preferably in administrative/executive secretarial program.
• Minimum of 3 years in administrative roles.
• Proven experience as a secretary or administrative assistant.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Proficient in using office software such as MS Office (Word, Excel, PowerPoint, etc.) and other relevant tools.
• Strong attention to detail and accuracy.
• Ability to work independently as well as in a team environment.
• Flexibility in work schedule and adaptability to handle changing priorities and deadlines.
• Ability to multitask will be essential.