Position Overview
As the Secretary/EA to the President and Chief Executive Officer (CEO) and functioning as an office administrator, you will hold a multifaceted role, providing high-level administrative support in the CEO's office. This position requires a unique blend of organizational expertise, business insights, and interpersonal skills to effectively manage the CEO's office, communications, and administrative functions.
Your ability to handle confidential information with discretion and professionalism, coupled with your strategic mindset, will drive the successful execution of business programs and priorities.
Key Responsibilities
Assistance to CEO and operational support:
- Assist the CEO with various tasks, including coordinating on calendars, travel arrangements and expenses.
- Assist in the preparation of presentations, reports, and communications for internal and external stakeholders.
- Handle confidential information with discretion and professionalism, always maintaining trust and confidentiality.
- Oversee day-to-day operations of the CEO's office, ensuring efficiency and effectiveness in workflow and processes.
- Conduct research, analyse data, and provide insights to support CEO’s management processes.
Office and commercial administration:
- Oversight of the efficient functioning and administration of the office, including overseeing day-to-day office activities and managing office supplies, facilities and equipment.
- Coordinate office maintenance and repairs, liaising with vendors and service providers.
- Manage supplier relationships including procurement and optimal price negotiation with vendors.
- Facilitate communication and collaboration across business units and departments, fostering a positive and productive work environment.
- Assist with organizing key business units’ corporate and business events, meetings, and conferences, including scheduling, logistics, and coordination.
- Maintain and supervise office-based policies and procedures to ensure smooth operations and compliance with company standards and local regulations.
- Support and administer corporate licenses and relevant important documents, if applicable.
- Supervise the office receptionists and facilities staff, including assigning job duties, monitoring performance, to ensure deliverables are executed efficiently.
- Perform any other tasks or duties that may arise from time to time.
Key skills, experiences and qualifications required
- Minimum Diploma in business administration or related field.
- Minimum 3 years’ experience supporting senior leadership and managing office administration.
- Strong organizational, time-management and project management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Excellent communication skills in English, both written and verbal, can interact effectively with individuals at all levels of the organization.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
- Ability to maintain composure under pressure, handle confidential information with discretion, and adapt to changing priorities and deadlines.
- Detail-oriented with a high degree of accuracy and professionalism in all work tasks.
- Demonstrated ability to anticipate needs, exercise good judgment, and proactively address issues or concerns.
Job Type: Full-time
Benefits:
- Additional leave
- Health insurance
- Maternity leave
Schedule:
- Monday to Friday
Application Question(s):
- How mush is your expected salary?
- How much is your current salary?
- Your notice period?
Experience:
- Secretary: 3 years (Preferred)