Personal Assistant

at  VANGUARD INTERIORS PTE LTD

JOB SUMMARY

The Personal Assistant provides professional-level administrative, operational and policy services and provides direct administrative assistance to the Managing Director, which may involve highly sensitive and/or confidential matters using independent judgment, tact and discretion for successful performance of the work, as responsibilities may include resolution of internal management, policy and operational problems.
He/She is also required to manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks.
He/She will need to plan and orchestrate work to ensure the senior executives’ priorities are met and organizational goals are achieved

SKILLS, EXPERIENCE & COMPETENCIES REQUIRED

• Degree in Business Administration/Management or any related field
• Experience in commercial interior/ office furniture/ digital marketing is preferred
• Possess at least 3-5 years of relevant secretarial experience
• Good communication, organizational and interpersonal skills to coordinate with all levels
• Highly meticulous and able to work independently within tight timelines
• Take initiative to get the desired outcomes in cooperation with other teams
• Strong interpersonal skills and able to build relations with internal and external stakeholders
• Must be able to travel to different sites when required
• Must be able to commit to long hours when required

• Key liaison with internal and external stakeholders at all level seniority on behalf of the director
• Manage director’s calendar and facilitate meetings, including welcoming of overseas and VIP guests
• Assist director with their follow-up projects and ensure team members are well-prepared for meetings
• Take effective minutes and organise thoughts in a clear and concise manner
• Organise agenda and attendance for meetings and prepare minutes for follow-up actions
• Work closely with senior management and other business units on their operational requirements
• Suggest ways to improve efficiency and existing processes
• Carry out background research and present findings
• Prepare reports, documents and presentations for meetings
• Monitor / Follow up on work-in-progress, projects etc
• Screen phone calls, enquires, requests and handling them appropriatelyAny other ad-hoc duties as assigned and required by the company