Personal Assistant (Board Management)

Job description - Senior Business Assistant
Role Execute with excellence against administration support plan:

Administrative: This task counts for 15%.

. Handle incoming/outgoing mail
. Filing incoming/outgoing correspondence
. Manage the database for the manager office
. Check and process incoming invoices, question potential issues
. Monitor Office supplies and stationary orders
. Order branded items for customers
. Maintain MEF, E20 & ESMT lists up to date
. Monitor budget for the manager office
. Fill in the monthly attendance up-to-date in the Workday system
. Organize webinars/telepresence as needed
. Share organization of meetings including calendars, rooms, lunch
. Stand-in for Executive Assistant during holiday period
. Maintain business continuity at all times

Oracle: This task counts for 15%. Imperative to be familiar with IT tools.

. File accruals and re-class within the delay with the supporting documents
. Make Purchase Requests and follow up the approval process
. Provide input into forecasts for travels, meetings and events in accordance with the new T&E Policy

Travel: This tasks counts for 70%.

. Organize all round travel for the manager
. Executive & Process T&E related to all travels
. Maintain the President diary up-to-date w/all travel details
. Update the "Deloitte calendar" for tax filing done by the auditor accordingly
. Process visa requests when necessary
. Draft detailed travel itineraries

Skill set:

Qualified Fluency in English (spoken, written and reading)
- Discreet
- Experience in similar role
- Team player
- Possess very good knowledge of the business, the people to recognize the urgency of the numerous requests for meetings and phone calls
- Collaborative
- Constructive
- Stern
- Stress resistant
- Reliable
- Sense of Initiative
- Stress resistant.