EXECUTIVE SECRETARY - INFORMATION TECHNOLOGY

Job Description

OVERVIEW

• Oversee and provide support on all administrative matters pertaining to the CEO’s professional and personal affairs.
  
  

DUTIES AND RESPONSIBILITIES

• Manage the CEO’s calendar / schedule including organising of all appointments, meetings, and travel arrangements·
• Facilitate meetings, including the preparation of meeting papers, obtaining and preparing briefing material and presentations and taking meeting minutes when requested.
• Ensure that the agenda for internal meetings are set in advance and communicated to the relevant parties so that the attendees are well prepared when coming for the meeting.
• Follow up on matters agreed in meetings & liaise effectively with internal divisions/departments and external organizations on behalf of the CEO.
• Provide full secretarial support including assistance on personal matters, ensuring that a high level of service and confidentiality.
• Advise CEO of impending work deadlines for both internal and external commitments, e.g. reports, presentations, conferences, projects.
• Ensure that CEO is well briefed and prepared for any engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Maintain a good contracts filing system for smooth and quick information retrieval.
• Accompany CEO for any overseas business trip as and when required, as well as to provide and coordinate any necessary logistic arrangement.
• Ensure guests meeting with the CEO are well taken care of.
• Any other relevant tasks or tasks assigned by the CEO.
  
  

REQUIREMENTS

Education:

• Degree in Finance, Legal or Secretarial diploma / certificate or equivalent.
• MBA is an added advantage.
  
  

Work Experience:

• Minimum 5 years of experience with similar roles and responsibilities preferred.
• Past work experience in a manufacturing environment is an added advantage.
  
  

Technical and Professional Knowledge:

• Possesses analytical thinking, business savviness and has a confident personality.
• Computer literacy (MS Office, Excel and Power Point).
• Excellent organisational skill.
• Excellent communication skill.
• Proven ability to work under pressure and meeting tight deadlines.
• Sound knowledge in business theories, report, principle and practices.
  
  

Certification / License Requirement:

• N/A