Closed or Expired Job Posting This job posting is closed or has expired and is no longer open for applications.
Upload
Job Description
JOB PURPOSE
To provide executive, administrative, and clerical support and services to the Operations VP, covering a range of activities including managing correspondence, arranging meetings, booking travel arrangements, preparing office documents, follow ups and relevant activities.
DESCRIPTION
Administrative Services
§ Assist in provide a range of administrative assistance services to the Operations VP, including calendar management, mail management, drafting of routine correspondence, responding to telephone calls, etc.
§ Assist, Develop and update Operations VP documents, such as invoices, reports, memos, office guides and procedures, phone and mailing lists, etc., by conducting relevant research and collecting data from various tools and sources.
§ Format, edit, proofread documents and publications for the Operations VP consumption.
§ Establish and maintain effective record management and document retrieval processes, allowing easy accessibility of information to the Operations VP.
§ Assist in ensure that sensitive and confidential information is managed appropriately, by setting appropriate controls for access, securing confidential documents in locked cabinets, and using specific waste bins and shredders to dispose information.
§ Assist in ensuring operation and maintenance of office equipment by completing preventive maintenance requirements; calling for repairs, maintaining equipment inventories and evaluating new equipment for purchase.
§ Assist in maintaining appropriate inventory of office supplies, by regularly checking stock levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
§ Coordinate travel arrangements and schedules for the Operations VP to ensure accurate, timely and comfortable business travel.
Executive Assistance and Meeting Management Support
§ Coordinate business travel for the Operations VP, including making flight and hotel bookings, submitting visa applications, and managing expense claims.
§ Coordinate meetings being attended by the Operations VP, including managing room reservations, making catering arrangements, preparing and maintaining participant lists, and preparing required meeting materials.
Budget Management
§ Prepare, control and document all the expenditures of the Operations VP in accordance with the approved budget accurately and properly.
Policies, Systems, Processes, Procedures, Standards and Reports
§ Follow all relevant functional policies, processes, standard operating procedures and instructions to ensure that work is carried out in a controlled and consistent manner.
§ Assist in the preparation of timely and accurate reports and functional deliverables to meet the functional requirements in order to achieve the desired efficiency and performance excellence.
Related Tasks
§ Perform any other related tasks and duties as directed.
Technical Competencies
TECHNICAL COMPETENCIES
§ Relations Management - Basic
§ Language Proficiency - Basic
§ IT skills - Proficient
§ Data Management - Basic
§ Administrative Skills - Proficient
§ Follow-up operations management - Proficient
§ Documents and archives management - Proficient
§ Document and Archives Management - Proficient
Education
Executive Secretary, Administration or relevant field
