Personal Assistant Cum Administration

Provide an efficient and responsive administrative, organizational and logistical service to the office of the Chief Finance Officer.

Duties and Responsibilities

Administrative and Secretarial duties
• Provide administrative support – including but not limited to correspondence, copying, mailings and file organisation for both business and personal items.
• Keep and retrieve files as and when requested.
• Filter letters, mails, messages and highlight urgent correspondences.
• Screen phone calls, enquiries and requests, and handle them when appropriate.
• Draft, type and dispatch all correspondences.
• Prepare correspondences on behalf of the CFO, including drafting of general replies- as and when requested.
• Take and distribute meetings minutes.
• Create documents, spreadsheets or presentations for business trips and meetings as and when required.
• Take on project work such as research and writing reports.
• Ensure guests meetings are well taken care of.
• Carry out personal duties, as and when requested.

Planning
• Maintain realistic and manageable diary of the CFO and plan and organize the latter’s daily/weekly programs.
• Schedule and prioritize the meetings and appointments.
• Ensure that the busy diary commitments, papers and travel arrangements are managed effectively.
• Regularly & actively screening emails and flagging correspondence in order of urgency/priority and answering any administrative emails as authorized.
• Master the fundamentals of different types of finance documents and assisting in attending to external queries/requirements.
• Attend to miscellaneous tasks to support the CFO, which will vary according to the engagement/ project and to the CFO’s remit e.g. helping on the internal audit issues or conducting research.

Coordination
• Liaise with relevant individuals, external organizations etc. to arrange meetings/ conferences, prepare agendas and draft minutes, including investment and technological committees.
• Make travelling arrangement such as booking flights and accommodation, as well as visa process.
• Coordination and follow up for various personal items including maintenance on vehicles, medical insurance coordination, project recordkeeping, among others.

Minimum experience requirements
• 10 years of working experience as administration/ executive assistant.

Minimum education requirements
• Degree holder or equivalent qualifications.
• Secretarial certificate would be an advantage

Candidate's Profile
• Outstanding organizational and time management skills.
• Good interpersonal and communication skills.
• Administrative planning skills.
• Attention to details.
• Good analytical and problem-solving skills.
• Ability to follow oral and written instructions.
• Ability to work under pressure and to tight deadlines.
• Ability to multi-task and prioritize daily workload.
• Discretion, for dealing with confidential information.
• Ability to work on own initiative.
• Flexible and mature approach with ability to work unsupervised.
• Computer literate.
• Basic knowledge of accounting and excels spreadsheet.

The management reserves the right to call only the best qualified candidates for the recruitment and selection exercise.