Personal Assistant to GM

We are looking for a Personal Assistant to GM to join and support our team.

What will you be involved with?

Reporting to the General Manager you will provide direct administrative support for our team in all administrative matters. Your main responsibilities will include: calendar management, coordination of meetings and travel (domestic/international), preparation of PowerPoint presentations, internal communications, coordination of monthly reports, support to direct reports of GM and general office support to our team.

Key Responsibilities:   

• ADMIN SUPPORT TO GM

Keep an updated diary for GM including major travel plans

Fix appointments for in-house and local meetings

Screen calls, invitations and meeting requests

Invoices handling

Update the calendars on a monthly basis with the travel plans of all the management team

Keep track of major colleges/workshops/meetings that will be attended by the team

Keep track of very important submission dates (e.g. budget estimates, business plans, etc.)

Organise flight details, hotel bookings and travel itinerary

Co-ordinate visa requirements and ensure that travel documents are prepared ahead of time

Set up meetings in the country of destination and co-ordinate properly the agenda

• DAY TO DAY MATTERS

Organise conferences/workshops/trainings/meetings as specified by the project responsible.

Keep the directories updated with contact details of all internal/external people

Organise logistics requirements for visiting guests

Handle video/telephone conference requirements

Co-ordinate approvals of marketing invoices and other documents from the regional office and HQ

Database creation and regular update (e.g. visiting cards, cards mailing lists, etc.)

Send couriers to different destinations

Support General Manager for legal matters

• OFFICE MANAGEMENT

Maintain office properties

Liaise with building management and public car park facilities authorities.

Co-ordinate with service provides – e.g. telephone, Utilities, renovation, office equipment servicing.

Manage and co-ordinate all office management tasks.

• EVENT AND MEETING COORDINATION

Lead the planning and production of all department level activities, including off-sites, workshops and team building events.

Coordinate regular and one-off department meetings, develop meeting agendas, and draft and distribute meeting minutes

Ad hoc assistance with important events and programs

Requirements:

2+ years of experience as an Administrative Assistant (supporting multiple leaders is a plus)

1+ years of experience coordinating events and meetings

Proficiency in Microsoft Office: Outlook, PowerPoint, Excel and Word

Project Management experience

Bachelor's degree 

Must be fluent in English