Our client, the world’s leading American multinational conglomerate, is seeking a polished, strategic, highly ‘superior’ Executive Assistant essentially a strategic partner to the regional C-Suite.
The Executive assistant will have over 10 years’ experience of supporting C-Suites by performing complex and confidential responsibilities that involve a deep understanding of the company’s operations and the executive’s obligations. The Executive assistant would contribute to critical business decisions and handle sensitive, confidential information with considerable discretion, judgment, tact, and diplomacy.
The Executive assistant will manage and synchronize an executive’s chaotic schedule, handle communication and correspondence, plan and coordinate events, and even manage projects.
This is not your typical Executive Assistant role. It’s an evolving role based on current environment so the ability to adapt will be key. Our client is looking for an individual that would be interested in learning about their business, contributing beyond the expected administrative duties. They want a team member not only a good assistant, good attitude and a sense of ownership. All work is handled with high importance and a level of urgency. They are looking for someone who is attentive, highly detailed oriented, and able to multitask with speed and efficiency. Responding in a timely manner, and clear communication is essential. Overtime is necessary at times which should be determined by one’s own judgement based on deadlines. As the role reports into the C-suite who partners with the CEO and the Board of Directors regularly, professionalism is of the utmost importance.
ACCOUNTABILITIES / RESPONSIBILITIES
Provide full spectrum of logistical, administrative, and personal support to the C-suite.
Manage C-suite’s calendars and schedules, ensuring accuracy and timely input. Provide agenda and meeting materials as needed.
Manage the travel and logistics arrangements, and process claims/expenses for the C-suite.
Interact professionally with all levels of management, staff and external parties across the region and internationally. Work with the C-suites’ direct reports and stakeholders locally and regionally on day-to-day operational issues, meetings and other matters, maintaining a high level of communication and ensure timely and accurate sharing of information.
Schedule and setting up various meetings for C-suite and Senior Executives, such as committee members meetings, global / regional meetings, arrange meeting venue and refreshment, and help facilitate at these meetings where necessary. Manage/assist in the logistic arrangements such as flights, hotel, transportation, visa application etc.
Coordinate CEO, board members & government official’s visits by collaborating with respective departments for necessary preparations to ensure smooth proceedings. This includes but is not limited to arrangements for meeting venues, logistics, meals etc.
Support the C-suite in following up on the status of projects / cross-functional tasks and assignments when required. Collaborate with other teams to ensure policies, procedures and timelines are met.
Assist in the preparation of business reports, presentations, materials, collating of data and consolidating of reports from the region.
Communicate on behalf of the C-suite when delegated.
Support the C-suite in the management of his/her IT equipment (e.g., laptop, printers and office phone), mobile devices as well as personal and corporate software applications.
Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours where needed.
Manage proper archival and management of documents.
Any other job/task assigned by C-suite.
CRITICAL REQUIREMENTS
Ability to maintain in strict confidentiality all work and information assigned.
Always demonstrated professionalism by demonstrating personal accountability, effective work habits, empathy and teamwork.
Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities.
Communicate with clarity and maintain good relationships with other business units and entities.
Proven experience in large organizations with complex structure. Comfortable with coordinating meetings/work tasks across multiple time zones.
JOB REQUIREMENTS
Possess at least a Diploma in any discipline with up to 10 years working experience in corporate / executive office, preferably with administrative/executive experience in a fast-pace MNC setting.
Proven track record in providing Executive Assistant support to C-Suite Level Executives with a high degree of discretion, confidentiality, professionalism, and attention to detail without missing the big picture.
Demonstrated strong planning, organisational and time management skills and ability to proactively determine priorities and appropriate sequencing to accomplish daily expectations and handle multiple demands.
Excellence business writing and proofreading skills.
Requires a high level of interpersonal, social and customer service skills for daily interactions, both in person and digitally and work cooperatively as a team member.
Ability to informally lead and influence others.
Confident in exercising appropriate judgement while keeping stakeholders informed in a fast-paced work environment.
Must be flexible and detail oriented to meet strict deadlines and be capable of multi-tasking.
High proficiency in Microsoft Office 365, especially Excel and Power Point with the ability to produce graphs and charts.
Must be technologically savvy to IT equipment (e.g. video conferencing system).
Excellent verbal and written communication skills.
Fluency in English required, other language skills are a plus.
Job Code: SHM/12339
For further details please contact Shaleena Mulchandani or email your application to sm@charlottefrank.com
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