Executive Assistant

Job Purpose:

The Executive Assistant enhances the effectiveness of executives and teams by adeptly handling administrative tasks, furnishing essential information, conducting data analysis, and generating insightful reports. This role offers crucial support to Executive and teams, contributing to streamlined operations and informed decision-making.

Main Responsibilities:

Executive Assistance

· Represent executives and the Company by contacting and coordinating with internal and external stakeholders. Provide support to executive and teams as assigned. Determine priority of matters of attention and redirect as necessary.

· Arrange meeting schedules for executives and for executive with both internal and external stakeholders. Act as calendar gatekeeper for executive.

· Make airline and travel reservations and itineraries for executive as needed according to company's policies. Arrange for other travel necessities, such as international roaming services, etc.

· Manage business-related expenses of executives through the company's systems (iExpense & iProcurement). Verify correctness of corporate card charges.

· Verify expenses claims of executives' drivers to ensure integrity and correctness.

· Handle incoming calls, emails and information (including those from internal and external parties both in country and from overseas), obtaining all relevant information and passing on to appropriate stakeholders.

· Prepare formal letters and/or memo/ emails to suppliers, government agencies, etc. on behalf of the executives.

· Strictly keep all confidential matters related to the department.

· Keep the senior managers advised of time-sensitive and priority issues, ensuring appropriate follow-up.

Data Analysis & Reporting, Event/ Activity Organising, and Other Projects

· Format information for internal and external communication – memos, emails, presentations, reports.

· Prepare weekly, monthly or quarterly reports as required.

· Other additional and/or alternative duties as assigned from time to time, including supporting other departments or business-related matters as needed.

· Seek information from internal (from Company's systems or from internal stakeholders) and external sources and prepare reports in required formats (e.g. market trends of raw materials, production procedures to understand cost structure).

· Perform basic data analysis as requested (e.g. spending analysis).

· Consolidate and validate data from teams to prepare monthly and quarterly reports.

· Ensure executive and teams' active participation and action in key events and activities of the Company and team.

· Organise, coordinate and facilitate events related to teams, such as Conference, networking events, strategic workshop, training, etc.

· Work on ad hoc projects as assigned.

Other Duties:

· Adhere to the company's employee rules & regulations.

· Attend and contribute to all training sessions, meetings and activities as required.

· Exercise responsible behaviour at all times, positively representing the Minor Food.

· Maintain strong, professional relationship with relevant business partners.

· Ensure high standards of personal presentation and grooming.

· Keep the office and working areas clean and tidy at all times.

· Carry out any other reasonable duties and responsibilities as assigned.

Job Profile:

• Working days and hours flexible as job requirements.
• Job involves information search and data analysis and reporting.
• Able to work on holidays & weekends, as needed.
• Frequent coordination within teams, and within cross functional teams in MINT, as well as external stakeholders (suppliers, government agencies, etc.).
• Frequent contacts with senior executives and executive secretaries/ assistants.
• Able to present in English language & frequent correspondents in English language (emails/phones).
• Time management and organizing skills regularly required on the job.
• Problem solving skills and creativity often required on the job.
• Job deals a lot with documents and some administrative tasks.
• Must be tech-savvy. Frequent use of computer programs (AI, MS Office, Oracles, basic graphic & video making applications).

Job Specifications:

Qualification
:

· Analytical, logical thinking and creative problem solving skills

· Well-organized and well-planned

· Resourceful and well-rounded with ability to problem solve.

· Fast learner and highly adaptable to ever-changing environment

· Must be tech-savvy & computer literacy (MS Excel, MS Word, MS PowerPoint)

· Basic graphics and simple media (VDO clip making)

· Result-oriented with high self-drive and commitment

· Independent to work with minimal supervision and able to work well also in team

· Proficiency in English Communication in both written and speaking

· Advanced interpersonal skills. Able to interact with global executives as well as personnel in all levels

· Confident communicator, able to build relationships and comfortable with senior stakeholders

Education
:

· At least Bachelor's degree in business or related field.

Experience
:

· At least 3-5 year experience in related field with international companies.