Duties & Responsibilities:
Executive Secretary role encompasses broad roles and responsibility that is geared and targeted towards making the company vision and mission into reality by assisting the directors and management's need especially in terms of administrative needs and collaboration support to allow the director to focus on his executive function.
The expected duties and responsibilities are described herewith below:
- Administrative Support:
• Manage correspondence and prioritization of all internal or external correspondence (e-mail, letters, packages, etc.,), schedule meetings, attend meetings on behalf.
• Ensure all administrative needs of director is fulfilled so that he/she can fulfil his executive function effectively and efficiently
• To write meeting minutes and post directly after meeting with follow on agenda
• Provide feedbacks based on first degree analysis from meetings and secondary research pre- and post- meetings.
1.1. Calendar management:
• Coordinate and manage calendars for executives or team members
1.2. Document management:
• Proofread and review materials such as reports, letters, and memos for content and recommended changes.
• Summarize all department information in a weekly basis for reporting. (HR, Account, Finance, Taxation, etc.).
• Handles, files and arranged all document that were to be signed and to be tracked efficiently.
1.3. Policy interpretation:
• Understand basic state, district, & building rules, regulations, policies, & procedures
- Collaboration, Coordination and Communication
• Serve as a point of contact between senior executives, clients, and other departments both internally and externally
• Assist in preparing reports, presentations, and communications that may include financial and legal content to help convey messages clearly and succinctly.
• Help director to better understand content/ message from reports that will allow him/her to make better judgment and decision
Others:
• Travel arrangements (help executives with travel arrangements)
• Meeting organization: Produce agendas and take minutes for meetings
• Workload prioritization: Prioritize workloads
• Reporting: Direct report to the Director
Qualifications & Experience:
• Degree in business administration or Mechanical or Electrical Engineering;
• Proven experience as executive secretary, administrative assistant, or similar role;
• Proficient in MS Office and any other "back-office" software;
• Strong knowledge of finance, legal or HR is preferred.
• Understanding of the engineering and construction industry, especially with the relevant regulations, OSS, accounting and tax system (PSAK) would be a plus
• Familiarity with basic research methods and reporting techniques;
• Excellent organizational and time-management skills;
• Outstanding communication and negotiation abilities;
• Integrity and confidentiality;
• High level of personal responsibility and can work independently and group;
• Detail-oriented, efficient, organized, a problem-solver;
• Able to perform under work pressure and deadline;