Driver & Personal Assistant at Talent Lab Limited

Job Description and Objectives

• The Driver and Personal Assistant will work directly with the Principal primarily as a Driver while functioning in a secondary capacity as a Personal Assistant to the Principal.
• In their capacity as a Driver, s/he is expected to drive the Principal to various destinations as required while ensuring that assigned vehicles are used and maintained in line with the Client fleet policy.
• In their capacity as Personal Assistant, S/he is expected to perform clerical and administrative tasks on behalf of their Principal.

Technical Responsibilities
Driving / Commuting:

• Act as a dedicated chauffeur to the Principal or other designated passengers
• Be solely responsible for conveying the Principal to all locations, except otherwise advised
• Ensure timely but uneventful arrival of the Principal at locations
• Ensure all logistics needs of the Principal are met routinely and timely
• Seek security clearance for all routes on behalf of the Principal
• Ensuring that all conversations and information of the Principal’s accessed on the job remain confidential

Vehicle Management:

• Ensure that the vehicle is cleaned and ready for use at all times
• Ensure routine fueling of the vehicle
• Perform vehicle inspections and ensure that all motor parts are always in good condition and in compliance with the fleet management policy
• Work with the designated maintenance garage to ensure the vehicle is road worthy and in good condition at all times
• Report all vehicle faults to the Head of Admin for approval for diagnosis and repairs
• Ensure that the relevant vehicle management tools like log sheets and vehicle checklists are completed daily for the vehicle
• Perform other tasks as required or assigned by the Principal

Personal Assistant Responsibilities:

• Provide sophisticated calendar management for the Principal
• Perform all administrative and clerical tasks assigned him/her by the Principal
• Know and manage the itinerary of the Principal as required
• Run errands and provide up-to-date security intel to the Principal
• Take accurate and comprehensive notes at meetings on behalf of the Principal, when required
• Receive visitor calls from the security unit and communicate directly to the Principal, in the most professional manner
• Act as a liaison between the Principal and internal and external sources in coordinating logistics for high-level meetings and making travel arrangements
• Manage inventory for the office of the Principal
• Manage databases and filing system
• Prepare internal and external letters and documents, including meeting plans and notes on behalf of the Principal
• Manage retirement of expense reports for the office of the Principal
• Provide event management support as requested
• Provide hospitality to guests and create a welcoming environment in the office of the Principal
• Coordinate with the admin team to arrange domestic and international travel and logistics for the Principal
• Perform other tasks as required or assigned by the Principal

Required Competencies
Core Requirements:

• Neat and smart appearance;
• Intelligent individual with a result-oriented approach to work with a high sense of confidentiality;
• A clear understanding of the time commitments of the role and a willingness to align his/her schedule to that of the Principal being supported;
• Ability to deal professionally with unforeseen circumstances or delays;
• Defensive driving skills. Must be able to drive in a security-compromised situation;
• Highly confidential, trustworthy and fast thinking;
• Demonstrated strong critical thinking, problem-solving, and self-leadership abilities;
• Good computer usage skills with familiarity in Microsoft® suite package and a Vehicle Management Software (VMS);
• Good interpersonal and communication skills;
• Emotional Intelligence for stakeholder management
• Excellent organizational and multitasking skills with the ability to handle conflicts;
• Fast learner, open to learning from peers, subordinates, and supervisors collaboratively and at a rapid pace;
• In-depth knowledge of vehicle maintenance

Education and Experience

• Academic Qualification: Minimum of a National Diploma or its equivalent in Logistics, Business Administration or Humanities;
• Professional Qualification: Possession of Trade Test Certificate I or II will be advantageous;
• Experience: Minimum of 5 years of progressive experience in Driving and Logistics management

Equal Employment Opportunity Statement:

• Client is an equal employment employer. We do not engage in practices that discriminate against any person employed or seeking employment based on race, colour, religion, gender, national or ethnic origin, age, marital status, genetic information or any other status or characteristic protected under applicable laws.