Personal Assistant

Job Description

Calendar Management, Meeting & Appointments

• Manage and maintain the Chairman’s calendar and be able to prioritize and monitor any schedule/diary conflicts
• Plan and schedule meetings and appointments for both internal and external meetings, exhibitions and business travel
• Update the Chairman of upcoming deadlines for both internal & external commitments and engagements
• Coordinate meetings, discussions and appointments including preparation of materials for discussion and other amenities
• Attend and prepare minutes and records of various Weekly/ Monthly meetings.
• Distribute the minutes of meeting on a timely basis and to follow up actions when relevant.
• To prepare the next meeting by collecting and providing relevant materials.
• Follow-up on incoming and outgoing correspondences and to arrange for distribution of correspondences on a timely basis
• Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
• Filter information, communication and taking appropriate action by escalating or redirecting based on the Chairman's direction in order to manage his time efficiently

Record Keeping and File Management

• Maintain and control an accurate and complete record of documents and correspondences in Correspondence Database.
• Manage an organized filing system for efficient data retrieval.
• Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, and any data/ information back-up are readily accessible when required
• Manage and maintain the Chairman's contacts database and to ensure that it is up-to-date

Reporting and Monitoring

• Ensure timely and accurate preparation of documents, reports, papers and presentations for upcoming meetings/ appointments
• Develop and maintain periodic reporting for the Chairman office as and when required

Office Management

• Leadership for the Secretarial staff by monitoring the procedures, and providing guidelines to ensure that it is relevant to the operational needs.
• Maintain overall knowledge of company's projects by attending site visits and keep abreast of the projects development
• Manage and enhance relationships with the relevant internal & external company partners, associates and any other relevant organizations.
• Maintain a flow of information to colleagues and other co-employees while maintaining confidentiality or sensitive information and interact professionally with all levels of management, staff, business associates and business partners at all times
• Undertake other important assignments and entrusted responsibilities that may arise due to work contingencies

Job Requirements

Requirements

• Bachelor Degree in related field- English Section
• Certificate / Diploma in Secretarial Science, Management, Mass Communication or relevant qualifications
• Males Only.
• 7 -10 Years of working experience in performing Secretarial duties with minimum 5 years of experience dealing with Board Level / Executive Management preferably in the real estate industry.