Personal Assistant to VP, APAC

at  Milestone Systems Inc

REQUIREMENTS

• At least 8 years’ related experience in supporting senior executives.
• Strong written and verbal communication skills, able to engage and communicate professionally and effectively at all levels with internal and external parties.
• Advanced proficiency in MS Word, Excel and PowerPoint.
• Possesses strong planning, organisational and time management skills, able to proactively determine priorities and appropriate sequencing to prioritize task.

• Screen incoming messages; take and deliver accurate messages.
• Be the first point of contact to the Vice President (VP)
• Manage and maintain the VP’s calendar of meetings and events, travel and transport arrangements, expense reports and claims submission.
• Work with the VP to plan, prioritize and schedule meetings according to her requirements.
• Coordinate internal meeting arrangements so that all parties are ready and prompt in attending meetings with the VP.
• Prepare and compile meeting materials (such as presentation decks, files, reports, and other information) ahead of time. Follow up with relevant parties to ensure timely submission of materials prior to the meeting.
• Where required, attend meetings/ discussions with the VP and record minutes of meetings/discussion, including persons responsible for the follow-up action points and timeline for completion.
• Follow up with relevant parties and record progress of follow-up action items prior to the next meeting.
• Coordinate with the VP for broadcasting internal news via Viva Engage and info screens etc.
• Conserve the VP’s time by reading, researching, collecting, and analyzing information as needed ahead of time.
• Maintain an organized system for tracking, monitoring and prioritizing contacts, tasks, and projects for the VP
• Coordinate key initiatives and projects on behalf of VP.
• Support the VP in the management of her IT equipment (e.g., laptop, printers and office phone), mobile devices as well personal and corporate software applications..
• Manage sensitive matters with a high level of confidentiality and discretion.
• Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours.Any other tasks and duties as assigned by the VP.