The Honeybees – Personal Assistant To Director

Job Scope:

• Provide administration and/or secretarial support to the Director
• Co-ordinate with various stakeholders to manage the Director's calendar for appointments, meeting and/or travelling time
• Arrange the meeting schedules and/or block slots on the calendars with all parties involved (internal & external)
• Take and/or circulate minutes of regular meetings and/or follow-up on action items stated in the minutes
• Organise travel plans and/or itineraries of the Director and make necessary booking arrangements:
  • Flights
  • Land transfer
  • Accommodations
• Create and/or amend templates, draft emails, letters, and/or speech for Director when necessary
• Organise and/or file Director's documents daily and/or perform day-to-day administrative work, 
• Submission of Director's expenses claims
• Proof-read all documents for external parties
• Review completeness of documentation and/or information submitted to the Director
• Facilitate and/or co-ordinate the setting-up of internal committees, initiatives and/or project teams
• Responds to external queries and/or requests on behalf of Director
• Identifies opportunities and/or suggestions for improvements for greater effectiveness and/or efficiency of the organisation
• Send reminders of upcoming organisation- and/or company-wide events, meetings, talks, courses, and/or seminars, including:
  • Director forums
  • Manager forums
  • Weekly role-play sessions
  • Monthly organisation meetings
  • Monthly career talks
  • Yearly flying starts
  • Yearly final sprints
  • Deadlines
  • Any other similar and/or related functions
• Other ad-hoc duties as assigned.

Requirements:

1. Microsoft Office proficient (Word, Excel & PowerPoint)
2. Google Office proficient (Docs, Sheets & Slides)
3. Efficient & effective
4. Responsible, self-initiative & pro-active
5. Excellent interpersonal skills & positive attitude
6. Presentable & well-groomed
7. Independent with time management skills
8. Prioritises tasks & matters to follow-up on