Job description

GENERAL FUNCTION 

 The executive assistant to the President is responsible for providing comprehensive support to the President, Board of Directors, and Management Team. Ensures dynamic ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

DUTIES AND RESPONSIBILITIES

· Provide sophisticated calendar management for the President;

· Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

· Act as a liaison and provide support to the Board of Directors.

· Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.

· Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

· Complete a broad variety of administrative tasks that facilitate the President\'s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

· Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature.

· Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect President\'s style and organization policy.

· Work closely with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

· Act as a barometer, having a sense for the issues taking place in the environment and keeping the President updated.

· Anticipate President\'s needs in advance of meetings, conferences and other activities;

· Maintain open communications with the Management team, including meeting regularly with the operations and technology coordinator and providing information and documents as needed.

· Coordinate all Management Team meetings and retreats and assist with staff meetings and events as needed.

· Take minutes of meetings and send copies to the Management Team after the meetings;

· Provide gatekeeper and gateway role, providing a bridge for smooth communication between the President and staff, demonstrating leadership to maintain credibility, trust, and support with the Management Team.

· Work with the Management Team to coordinate the President\'s outreach activities.

· Follow up on contacts made by the President to cultivate ongoing relationships.

· Manage all aspects of organization\'s office services.

· Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.

· Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization as requested by the President;

· Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.

· Provide event management support as requested.

· Provide hospitality to all guests and help to create a welcoming environment.

· Answer main phone line and respond to inquiries.

· Process and distribute daily mail.

· Invest in building long-lasting relationships both externally and internally.

Organizational Relationship and General Working Condition:

· Reports and is directly responsible to the President and the Board of Directors in the performance of his/her duties, and

· Coordinates with the department, division and section heads of the Company;

· Shall report to duties Mondays to Saturdays from 8:00am to 6:00pm or on a flexible time; On call during holidays and Sundays;

· Salaries and allowances are based on company\'s manual on salaries and compensation. Shall have vacation and sick leave and attractive retirement package.

Qualification Guide

· A Graduate of Bachelor of Office Management and or related courses;

· Must have at least 3 years\' experience in handling executives and/or managers;

· Preferably with master\'s degree in business administration or management;

· Advance knowledge or experience in a fully computerized working environment;

· Proficient in Office applications especially in spreadsheet and presentations;

· Devoted to his/her work, trustworthy, with a sound mental attitude and disposition.

Job summary

Executive Assistant/Secretary