Executive Assistant

Your ResponsibilitiesA) BUSINESS SUPPORTING (60%)Secretarial & Office ManagementFull secretarial support to Country Manager (incl.

travel arrangements),Handle and take care of specific correspondence such as incoming Emails, mail addressed to the Country Manager and documents, if instructed by the Country ManagerCommunicate Country Manager’s direction to Country Manager’s direct reports and respective functional heads as and when neededSpecial ProjectsActive involvement and participation in business discussions and projectsSupporting coordination of the projects in terms of timeline, breakdown of tasks and resources requiredProactive follow up with the team members and key stakeholders on the progress of various projects and proposing next steps to be takenUpdating project charters based on follow ups with the teamPresentations and reportsPreparation of presentations for internal and external meetingsPreparation of Internal reports Reading & understanding the sales & business reports and proactively ask for explanation of the deviations/ corrective actionsTarget setting and achievement trackingSupporting yearly target and key priorities cascading for the direct reports of the supervisor.

Tracking target achievement status of Industrial and Automotive sales teamMeetings managementArranging and managing the meetings in terms of participants involved, meeting rooms/ external venue, draft agenda for all business meetings (including Town Halls, Head of Department Meetings), minutes taking and action points follow-up. Organizing and maintaining calendars in Outlook and making appointments.

Preparation for customer meetingsAct as deputy for Country Manager in meetings where Country Manager is absent Sales supportSupport in market and business research activitiesAssist in leads generation and qualification for sales teamMaintain Salesforce system database and reportingAnalyze relevant market & customer information and present findings and recommendations proactively to Country Manager and respective Head of SalesB) OTHERS (40%) Human ResourceAll personnel support topics at sitePrepare related HR reportsMarketingAttend to SEA marketing meeting, strategy and corporate communication To support corporate events and marketing related topics and activities as and when requiredAdministrative tasksTravel management Travel arrangements such as accommodation/flight/taxi/visas/car rental reservation for Manager and visitorsTravel expense claims settlementOffice ManagementResponsible for office management, such as office maintenance, CREM management and process, and liaise with building management officer.

Miscellaneous tasks Tracking changes of the Organization charts and Job descriptions for the direct reports of the supervisorMaintaining office systems, including data management and filingYour QualificationsBachelor’s Degree (preferably in business-related field), Min. 3 years relevant work experience High proficiency in oral and written communication on all levels (English is a must; one other Asian language is preferred)Can work accurately with sophisticated tools such as MS Office, video and web cast equipment, netmeeting, etc.

Good communication and presentation skillsWell organized and equipped with a “can-do-attitude”Capable of demonstrating a “down-to-earth attitude” at all timesGood team playerIndependent, self-motivated and loyal working styleCan treat information with the highest degree of confidentialityFriendly and service oriented to employees, customers, suppliers and visitorsCapable of working under high pressure at certain timesGreat project management and follow-up skills, with the ability to communicate and manage the expectations of different stakeholders, departments and senior management