The Honeybees – Personal Assistant To The Director

Job Scope:

• Provide administration and secretarial support to the Director
• Co-ordinate with various stakeholders to manage the Director's calendar for appointments, meetings, and travelling time
• Arrange the meeting schedules and block slots on the calendars with all parties involved (internal & external)
• Take and circulate minutes of regular meetings and follow-up on action items stated in the minutes
• Organise travel plans and itineraries of the Director and make necessary booking arrangements (flights, land transfer, accommodations, etc)
• Create and amend templates, draft emails, letters, and speech for Director when necessary
• Organise and file Director's documents daily and perform day-to-day administrative work, including 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 co-ordinate the setting-up of internal committees, initiatives and/or project teams
• Responds to external queries and requests on behalf of Director
• Identifies opportunities and suggestions for improvements for greater effectiveness and efficiency of the organisation
• Other ad-hoc duties as assigned.

Requirements:

• Microsoft Office proficient (Word, Excel & PowerPoint) and Google Office proficient (Docs, Sheet & Slides)
• Efficiency and effectiveness
• Responsible, self-initiative & proactive
• Interpersonal skills & attitude
• Presentable & well-groomed
• Independent with time management skills
• Excellent in prioritising tasks & matters to follow-up on