Executive Assistant

Job description:

1. Assistance to the Top Management

1.1 Provide daily support and assistance to the Top Management

a. Routing of incoming and outgoing documents

b. Secure all files for signature of the Top Management such as Payment Request for approval, Budget Request for approval, and Special Request for approval

c. Facilitate the executive errands for meetings (Meals for breakfast, lunch, and dinner), gifts, and other urgent concerns

d. Coordination with the Top Management on a daily basis re: urgent corporate issues, project updates and other concerns

e. Coordination with other department/team re: project updates, urgent communications for reportorial to the Top Management

f. To attend to necessary activities from time to time.

g. To attend Executive Meeting (if required) and take minutes of meeting

h. Coordination and status updating with different departments to ensure achievement of given instructions from the Management

i. Accommodate guests/visitors of the Top Management

2. Documented Information Requirements:

a. Evaluation of the received documents and assess if it is subject for approval of the Top Management and shall coordinate with the Department concerned when necessary.

b. Prepare correspondences, transmittal, reports, and presentations as instructed of the Top Management

c. Preparation of request, processing and payment of all personal accountabilities and errands of the Top Management (life insurance, utilities, credit card bills, membership dues, association dues, subscription, etc.)

d. Monthly updating the records of the Top Management, monitoring and safekeeping using the official form of Documented Information Management Table (DIMT) every 25th of the month.

e. Monitoring of Insurance, RFID & Easytrip for President's vehicles and other payables, etc.

3. Schedule:

a. Organize, Prepare, arrange and monitor daily schedules and appointments pertaining to meetings, corporate events and/or personal affairs of the Top Management.

b. Arrange hotel booking, travel web check-in, provide boarding pass details, airport pick-up and send-off and other necessary details related to the travel.

4. Filing and Organizing:

4.1 Safekeep of urgent and confidential documents and files such as:

a. Insurance and Non-Life Insurance Policies (personal and corporate)

b. Property Documents

c. Insurance Bonds and CARI

d. Other confidential and personal documents of the Top Management

e. Maintain electronic and hard copy filing systems to ensure timely retrieval of required documents

*Updating of DIMT every 25th of the month and send it to the Top Management for their reference of EXE Records

5. Company Events and Other Admin Duties:

a. Assist the HRD during company events (ex: B-day lunch/dinner, team building, year-end party)

b. In-charge/Assist in Purchasing Gifts for the clients and guests during Christmas season.

c. Review and consolidate list of Clients and guests to be given gifts. Note: Arrange schedule with the Messenger to deliver gifts and to Admin for the service vehicle.

d. In-charge/assist with gift wrapping of holiday presents to valued clients and guests of the company

6. Other Works assigned from time to time by the Top Management (Adhoc)

EDUCATIONAL ATTAINMENT:

• Graduate of Civil Engineering or any related studies

WORK EXPERIENCE:

• At lease 2 years work experience in construction industry

KNOWLEDGE AND SKILLS:

• Superb problem-solving, organizational, and multitasking skills
• Knowledgeable in Admin tasks
• Discretion and ability to maintain the confidentiality of communications and documents
• Good oral and written communication skills
• Good in time management skills