Personal Assistant

at  GRANDRICH CORPORATION PTE LTD

The Director’s Personal Assistant will be providing comprehensive administrative and secretarial support to the Director. The Personal Assistant will be responsible for managing the day-to-day administrative and secretarial tasks and providing proactive support to the Director. The incumbent will report to the Director.

JOB DESCRIPTION

• Providing full administrative support and secretarial assistance to the Director.
• Proactively contribute to the management of the Director’s calendar including organizing appointments, meetings, send reminders or notice of meeting cancellation or changes taking and prioritizing the most sensitive matters.
• Coordinate and schedule meetings, workshops, conferences, seminars, events for the Director, ensuring all relevant information, documents, and resources (equipment set-up and organizing catering when necessary) are prepared in advance.
• Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes as and when needed.
• To follow-up with all actions required after meeting and ensure all required actions are carried out and no deadline are missed.
• Coordinate and liaise with other Personal Assistants on onsite meetings, luncheons, in-house events, etc when required.
• Welcoming visitors for meetings and events and promoting professional image of the organization.
• Making phone calls in a polite and professional manner on behalf of the Director to stakeholders to follow up on tasks when required.
• Assist the team in the timely management of communications; including written, telephone, email, and voicemail.
• Compose and edit letters, documents, emails, etc and ensure follow-up with those that require answers, responses, and written replies.
• Prepare simple spreadsheets & powerpoint slides when required.
• Assist in compiling data on suppliers/brochures/conference summary documents and etc.
• Conduct research and gather information on various topics as requested by the Director, compiling and organizing data in a presentable format.
• Maintain comprehensive, efficient and accurate filing system of all documents.
• Manage and coordinate travel, accommodation, transportation, etc.
• Spend time and become familiar with all aspects of the business to follow up better with Suppliers etc.
• To travel overseas with the Director when required occasionally.
• Cover other team members when one is on leave / away from the office.
• Any other ad-hoc duties.

JOB REQUIREMENTS

• Minimum A level/ Diploma/ degree in Business Administration or equivalent is required.
• Minimum 5 years of PA experience working with C-level executives in order to understand the job requirements.
• Excellent communication skills (written and verbal).
• Detail oriented to ensure accuracy and quality.
• Creative problem-solving and able to handle pressure and fast turnarounds.
• Must demonstrate a can-do attitude.
• Ability to work independently with minimal supervision.
• Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
• Demonstrate strong knowledge of Microsoft Office and Mac OS.
• Experience working as a flight stewardess will be advantageous.
  Please be informed that only shortlisted candidates will be notified. Thank you

Please refer the Job description for details