Executive Assistant to the Director

JOB DESCRIPTION (Executive Assistant to the Director)

Job Responsibility

• Provide administrative support to the Director to ensure the smooth functioning of day-to-day affairs, and most effective use of her / his time.
• Handle sensitive and complex issues in a professional and objective manner.
• Communicate with the diverse teams within the Institute and ensure flawless flow of information from Director’s office to all functions.
• Help in creating and setting systems in place, Manage and set up meeting calendars.
• Help in building a desirable culture of the Institute under guidance from management.
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
• Maintain records of Director’s contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Produce documents, briefing papers, reports, and presentations for the Director.
• Act as the point of contact among Key managers, clients, and other external partners.
• Format information for internal and external communication for emails, presentations, and reports.
• Maintaining a high level of confidentiality and professionalism in all aspects of the role.
• On behalf of the Director, Build and maintain positive relationships with internal and external stakeholders, including clients and senior levels professionals.
• Take minutes during meeting.

Job Requirement

• Work experience as an Executive Assistant or similar role.
• Excellent MS Office knowledge.
• Outstanding organizational and time management skills.
• Familiarity with office gadgets and applications (e.g. e-calendars, MS Team, Zoom etc.).
• Excellent verbal and written communications skills and confidentiality.