Executive Assistant at Ascentech Services Limited

Summary

The Executive Assistant will be responsible for all administrative and secretarial duties on behalf of the Managing Director/Chief Executive Officer (MD/CEO). He/She will help ensure that all transactional duties are freed from the MD/CEO’s daily routine so that the MD/CEO can spend maximum time on more strategic tasks.

Responsibilities:

• Provides a full range of confidential personal assistance to the MD/CEO, and responsible for the execution of secretarial duties, management and organization of the Managing Director/Chief Executive Officer’s office.
• Composes and prepares routine correspondences, reports, memorandum, agendas and minutes of the meetings.
• Maintains strict confidentiality and interact professionally with all levels of management, staff and business associates.
• Maintains good filing systems for easy data retrieving.
• Organizes the MD/CEO’s meetings, visits, lunches and diaries to ensure effective use of time.
• Liaises with the Board of Directors, senior management, other company executives, other organizations and associations on behalf of the MD/CEO.
• Receives, opens and prioritizes all incoming mail, ensuring all correspondences are dealt with swiftly and to deadlines and preparing replies where necessary.
• Receives and screens incoming calls, dealing with enquiries whenever appropriate with tact and diplomacy.
• Maintains an effective and comprehensive electronics and paper filing systems to ensure efficient flow of correspondence and documentation.
• Ensures the efficient running of the office in the MD/CEO’s absence.
• Liaises with internal and external customers.
• Arranges meetings/conferences, prepare presentations and other related tasks.
• Makes travel arrangements for local and overseas trips.
• Conveys, coordinates, supervises, pursues and follow-up on the instructions by the MD/CEO to the respective management staff.
• Undertakes other special assignments, adhoc functions and related duties as and when required by the MD/CEO.

Educational Qualifications / Experience / Requirements

• HND/BSc in Secretarial Studies, Administration or a related field of study
• Minimum of 5 years of related experience.
• Membership of professional bodies like ICSAN, CIA, etc. will be an advantage.

Person Specification(s): Attributes, Skills & Abilities

• Problem Solving Skills.
• Able and willing to communicate effectively with various internal and external partners at various levels.
• Ability to execute and follow through on multiple tasks simultaneously.
• Discretion and trustworthiness: the candidate will often be party of confidential information
• Flexibility and adaptability
• Good oral and written communication skills
• The ability to be proactive and take the initiative
• Tact and diplomacy
• A knowledge of standard software packages and the ability to learn company-specific software if required.
• Numeracy Skills.
• Proficient in the use of Microsoft Office Suite
• Ability to work in a fast-paced collaborative environment.
• Ability to Work Independently and In A Team Setting.
• Ability to Display Initiative.
• Honesty and Integrity.
• Ability to Handle Stress.
• Must be able to working with flexible time schedule