Executive Assistant to the Chairman at Phillips Consulting

Key Responsibilities

Administration

• Oversee administration of the Chairman’s office and ensure efficient operations
• Maintain and develop systems, procedures and records to maximise the Chairman’s effectiveness.
• Manage all records and books of the Chairman’s personal and official transaction
• Assist with budgeting for Chairman’s expense and related items; prepare and maintain Chairman's expense reports.
• Organize and participate in meetings;  prepare minutes of meeting for the Board of Directors' meetings, management meetings and other high level meetings
• Prepare and coordinate agendas and materials for Board of Directors' meetings
• Attend meetings and events on behalf of the Chairman

Operations Support

• Provide sound, timely information and advice to the Chairman on pertinent issues and assist in the delegation and prioritization of tasks as necessary
• Actively provide input and support in the operations of the Foundation; advice or make recommendations on required improvements or various initiatives
• Actively provide input in the development of strategies and plans
• Provide support in the delivery of Chairman’s mandate and the attainment of set goals
• Develop presentations, speeches, reports, documents and other materials for meetings, conferences or decision making

Communications & Relationship Management

• Establish clear channels of communication with internal and external stakeholders
• Receive and manage correspondence of Chairman both internally and externally
• Manage external contacts for the Chairman, understanding who they are, prioritizing, and keeping track of communications, commitments and activities
• Act as the primary contact for individuals and organisations seeking support or information from the Chairman’s office

Special Projects

• Coordinate, provide assistance or manage special projects as assigned
• Collaborate with multiple departments on various projects and activities
• Track progress on tasks and resolution of issues assigned to direct reports of the Chairman and others
• Run errands for the Chairman as required

Job Requirements

Qualifications

• Bachelors degree in Business Administration or any other related discipline
• Relevant postgraduate qualification or professional certification would be added advantage.

Experience

• Minimum of 5 years experience in similar role including supporting executive level officers
• Experience in Charitable Foundations and related initiatives would be added advantage