Executive Assistant

1. Responsible to assist and support the HOO in overseeing the company operations and ensuring the effective and efficient running of all the departments under the HOO. 2. Responsible to provide comprehensive and efficient administrative support to the HOO. Handle the HOO’s correspondences, emails, visitors and phone calls promptly and professionally. Coordinate and assist on follow-up tasks/actions, reports and replies to correspondences/emails as and when required. 3. Responsible to ensure effective implementation of Project Summary Costing (PSC). Coordinate with respective Owners to ensure timely submissions and approvals of Tender Budget and Project Budget; ensure timely review of Committed Costs and Actual Costs; for all ongoing projects. Organize and upkeep the PSC information database and ensure timely updates and reporting from respective Owners. 4. Responsible to monitor and ensure on behalf of the HOO/the Management, that the Company Policies are implemented effectively. Assist the HOO to prepare company policy proposals or revisions. Coordinate with Heads of Departments/Owners on effective implementation and feedback for improvement. 5. Responsible to ensure meetings chaired/arranged by the HOO are handled effectively and efficiently. Plan and handle meeting arrangements and scheduling, meeting agenda and minutes, and follow-up on action items for the meetings. 6. Responsible to handle Management Reports and Presentations on behalf of the HOO. Assist the HOO to coordinate, prepare and compile management reports and presentations. Effective liaison with the HOO’s Direct Reports on timely reports, scheduled information and data updates and follow-up actions. 7. Responsible to ensure an organized and effective Business Contacts Database. Organize, categorize and update the HOO’s business contacts directory and database for easy search and retrieval. 8. Responsible to ensure an organized and efficient Information and Documents Database. Organize and maintain a comprehensive, up-to-date and easily retrievable information and documents database system from various sources/platforms (emails, server, cloud storage etc.) (softcopy and where necessary hardcopy as well). 9. Responsible for liaison with the Social Media Assistant to plan, organize and coordinate company events and business activities, as and when required. 10. Confidentiality & Discretion: Responsible to maintain confidentiality and exercise discretion, especially in the handling of sensitive information. Any other duties/tasks assigned from time to time.