Personal Assistant to the General Manager

Company Summary

Since 2002, DVI Solutions has been a leading provider of audio-visual setups to help our clients communicate and collaborate better--whether it's with colleagues across the office, or partners on the other side of the world. We have presence across Japan, Singapore, Thailand, Shanghai, Hong Kong, Philippines, Vietnam, India, Malaysia and Indonesia. Our satisfied clients include corporations, government agencies, schools, retail stores, hotels and many more.

Job Summary

The Personal Assistant (PA) to the General Manager provides high-level administrative and operational support to ensure the efficient management of the General Manager's office. This role involves handling confidential matters, managing schedules, coordinating meetings, preparing reports, and facilitating effective communication between internal departments and external stakeholders.

Key Responsibilities

Executive Support

• Manage the General Manager's calendar, appointments, and travel arrangements.
• Organize and coordinate internal and external meetings, including agenda preparation, minute-taking, and follow-up actions.
• Handle correspondence, emails, calls, and inquiries on behalf of the General Manager.
• Prepare and edit presentations, reports, and confidential documents.

Office Administration

• Maintain accurate filing systems (digital and physical) for easy retrieval of information.
• Track and monitor key deadlines, projects, and deliverables for the General Manager.
• Support the preparation of budgets, expense claims, and financial documentation.

Communication and Coordination

• Serve as the liaison between the General Manager and department heads, staff, and external partners.
• Ensure timely dissemination of information and follow-up on key decisions.
• Coordinate with HR, Finance, and Operations teams for administrative matters related to the General Manager's office.

Event and Travel Management

• Plan and manage logistics for business trips, conferences, and corporate events attended by the General Manager.
• Arrange itineraries, accommodation, and transportation as required.

Confidential and Strategic Support

• Handle sensitive information with discretion and always maintain confidentiality.
• Provide analytical or research support for strategic initiatives or presentations.
• Anticipate the General Manager's needs and proactively offer solutions.

Requirements

• 5+ years of experience supporting senior management or C-level executives.
• Excellent command of written and spoken English.
• Strong organizational, time management, and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Proficiency in CRM (NetSuite or Salesforce preferred).
• High level of integrity, professionalism, and attention to detail.
• Discreet, proactive, and able to work independently with minimal supervision.

Why Join us

• Opportunities to work on regional projects with global brands.
• Exposure to multinational clients, cross-border teams, and cutting-edge technology.
• Exposure to solutions that include immersive video walls, hybrid meeting tech, collaboration tech, digital transformation, smart workspace integration and much more.
• Team-oriented culture that encourages collaboration and continuous learning.
• Involved in custom projects for high-profile clients, DVI offers opportunities to expand your portfolio and build a specialized skill set.
• A booming industry with the rise of hybrid workspaces and smart office solutions.

DVI Solutions is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status.