Executive Office Assistant

·        Provides high-level administrative support and assistance to the Executive Directors.

·        Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.

·        Schedules and attends meetings with executive’s, taking notes and recording minutes.

·        Maintain executive’s agenda and assist in planning appointments, board meetings, and conferences.

·        Prepares minutes of meetings and ensure follow-up of action items till they are closed and provide feedback to reporting manager.

·        Receives incoming communication or memos on behalf of Executive team, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

·        Coordinate with various departments, ensuring communication flow, and follow-up action items till they are closed and provide feedback to reporting manager.

·        Answering and screening telephone calls and records all telephone messages.

·        Performs office tasks including maintaining records and ordering supplies

·        Determine matters of top priority and handle all day-to-day tasks accordingly.

·        Assist manager organizing to do list and manage his appointment calendar

·        In charge of executive traveling requirements (booking tickets/Visa applications..etc), and coordinate with the necessary departments when needed.

·        Deals with incoming and outgoing mails and maintain top confidentiality of all work and all documents sent or received.

·        Keep stationary supplies available and handy.

·        Prepare required MIS reports as required by the manager.

·        Maintain address books, including client and vendor contact details

·        Create and modify PowerPoint presentations, excel reports and charts.

·        Responsible about ADC announcement and HR News mail. 

·        Responsible about PMF & Leave Request with Receptionist.

·        Coordinate with IT department on all office equipment.

·        Undertake special projects as assigned, maintain confidentiality, and manage events in collaboration with facilities and marketing departments.

·        Communication between the board, management, and members by giving proper notice of any meetings and timely distribution of materials such as agendas and meeting minutes.

·        Coordinate with Facilities management to ensure maintenance and upkeep of the office and workspace.

·        Performs other related duties as assigned.