Principal Responsibilities :
Clearly define the primary duties / responsibilities of this position in bullet points. Please list these duties in order of importance and include an estimated percentage of time spent or required for each activity.
Act as gatekeeper for the CEO’s time and attention, ensuring CEO’s is fully briefed regarding schedules, itineraries & advanced warning of important issues
Manage, prioritize and take full ownership of his daily business calendar and communication tools in a well-ordered technique
Organize meeting and travel plans in an efficient and structured manner
Flight booking, hotel & transport arrangement together with travel agenda management
Preparation, submission & monitoring of travel expenses & claims
Monitor visa validity & prepares requirements for applications & renewals
Follow up on all tasks, plans, projects and actions defined by the CEO to ensure that objectives are met within the deadlines
Organize documentation / presentation in advance of meetings so the CEO can access them & request further information as required
Attend important & regional meetings and take detailed minutes for distribution as appropriate
Prepare correspondence & prepare documents / approvals for the CEO including ones where CEO signature is required
Consolidate monthly required reports & ensure availability in database
Be the first point of contact to the stakeholders and taking full responsibility in managing and communicating all business aspects
Handle thoroughly all needed and required actions; and professionally representing his business functions
Success Criteria :
Briefly describe the criterion that is measured for the success of this position.
8 years of hands-on experience in executive support to C-Level Management
Excellent communication and organization skills
Proven interpersonal with experience providing complex administrative support in a high-profile environment
Ability to prioritize, multitask and solve problems
High attention to details
Excellent MS Office (Excel, Word, PowerPoint) and MS Outlook
Good education Background
Job Scope / Impact :
Identify quantitative factors for the job, such as annual budget, customer contacts (clients, customers, etc.), and other major indicators of the scope and complexity of the job (i.
e. number of locations covered). Please also include information pertaining to the impact of responsibilities (i.e. whether your responsibilities have impact on project basis or specific location etc.).
EA is responsible for providing administrative and logistical support to CEO for his day to day business needs (e.g. gathering background information, researching issues, preparing executive summaries and other materials coordinating with other departments to secure materials etc.
maintaining schedules by planning and scheduling meetings, conferences etc
Key Contacts (internal / external) :
Indicate the nature and level of your contacts within and outside the company and the nature and purpose of the interaction.
All internal and external stakeholders which needs to meet and talk to the CEO
Nature and Purpose of Interaction
To coordinate and follow up
Job Requirements / Qualifications
Please put an M for minimum requirement and P for preferred requirement to better fulfil the position.
PhD or similar Master’s Degree Bachelor’s Degree
Associate Degree High School
Other types of education or professional qualifications
Include subjects / major for education (if applicable) :
Experience : 8 or more years
8 or more years
End to end event organization
Monitors monthly bills (mobile, flights. etc.) for review & approvals
Purchase order creations for necessary suppliers for events / others
Provide additional cover for other administrative staff during absences / leave or when assisting another team