Executive Assistant to President, Asia

JOB SUMMARY:

We’re seeking an Executive Assistant (EA) provides extensive support to President, Asia.

This position plays a key role in analysing and collating information, providing excellent day-to-day administrative support to the President, and ensuring they are prepared and informed on relevant matters in a proactive and

This includes researching, preparing and creating responses to all correspondence (e.g. over phone, email), timely manner. ensuring they are responded to within specified timeframes, proactively managing the President’s emails and diaries. In providing this support the position exercises a high degree of communication competence, initiative, discretion and confidentiality.

The EA collaborates closely with the Asia senior leaders and managing directors, HR team, and key external and internal stakeholders of Live Nation.

ROLE & RESPONSIBILITIES:

What the role includes

• Provide quality and timely administrative support to President, Asia.
• Maintain and coordinate an effective calendar and filing system, ensuring the President, Asia competing demands are effectively managed
• Provide proactive diary management including reminding the President, Asia of upcoming meetings and ensuring Agenda’s are ready to go well in advance
• Proactively manage correspondence, including mails, phone calls and letters received. This includes preparation of responses and briefing notes as required, keeping the President, Asia updated.
• Maintain and report on a current log of correspondence, commitments action items and chase up items approaching the due date.
• Produce quality documents and manage the President, Asia’s recordkeeping of received and distributed correspondence in BOX as required.
• Undertake research, analyse data and prepare summary recommendations for reports or responses to enquiries on behalf of the President, Asia, when required
• Co-ordinate relevant staff responses and/or input into projects, programs, reports, correspondence and corporate issues as required.
• Support the President, Asia by proactively responding to all enquiries with a high level of discretion, maturity, diplomacy and judgement ensuring exceptional people experience.
• Maintain a high level of awareness of matters coming into and out of the President, Asia’s offices to effectively respond to enquiries and exercise sound judgement on the manner of response.
• Support the President, Asia in the preparation, review and approval of various matters, including monitoring the implementation of Regional Senior Team (RST) & Senior Leadership Team (SLT) decisions.
• Prepare agendas and minutes of various internal and external meetings convened or attended by the President, Asia (or other agreed meetings). Follow up matters arising at such meetings on behalf of the President, Asia.
• Assist the President, Asia with delivery of workplans/OKRs/budgets, within delegations, following LN’s policies and procedures.
• Providing support to RST and/or MD’s when required
• Maintain and coordinate the effective operation of the SLT’s daily and annual calendar ensuring all required documentation for events, appointments and meetings is available to them ahead of time.
• Ensure there is clear communication and effective work flow between them and the SLT at all times.
• Assist with expense claims when required
• Assist the President, Asia with coordinating their travel, including domestic and overseas flights and accommodation arrangements
• Assist President, Asia to create and/or update professional presentations as required
• Maintain working knowledge of Live Nation functions, teams, roles (who’s who) and processes.
• Establish and maintain strong internal and external relationships and networks.
• Foster and initiate continuous improvement in systems and procedures
• Perform other duties and responsibilities as assigned from time to time.

REQUIREMNETS:

• Previous experience in a similar role, including demonstrated ability to proactively support senior executive with their day to day operations
• Bachelor's degree from a recognized institution, or an equivalent qualification.
• Experience supporting a senior executive with a demanding regional or global travel schedule, including coordinating complex itineraries, visas, travel documentation and last-minute changes across multiple time zones.
• Demonstrated ability to take initiative, action tasks without being prompted, and anticipate the needs of others, acting upon them in a timely manner
• Experience managing complex international travel, visas, accommodation and logistics for senior executives.
• Experience supporting senior executives in a multinational organisation with regional or global responsibilities.
• Ability to work autonomously, as well as collaboratively
• Advanced communication skills both written and verbal
• Demonstrated ability to maintain discretion, confidentiality, maturity, judgement, political acumen and diplomacy when dealing with all stakeholders and when responding to/and in management of all enquiries
• Highly developed time management, planning and organisational skills with the ability to prioritise and meet deadlines.
• High level of flexibility to meet sometimes rapidly changing priorities and variable working duties and hours
• IT/tech savvy, including intermediate skills in Microsoft Word, Outlook, Excel, PowerPoint
• Meticulous attention to detail
• Ability to undertake research, analyse data, prepare recommendations, create presentations and reports.
• Personable and professional, able to quickly build rapport and strong relationships with people, understanding cultural differences, their work style and how they operate
• Ability to accurately compile and record agendas and minutes.
• Ability to sustain high level performance, problem solve and meet demanding work deadlines with limited supervision.