Administrative Assistant To Ceo

We are looking for a versatile and highly organized personal Assistant to assist our CEO in both business and personal matters.

You will be involved in organizing and maintaining the CEO's schedule, appointments, files, and communication while assisting her by performing a variety of administrative tasks. The goal is to contribute to the efficiency of the overall business by ensuring all assigned administrative duties are carried out timely and efficiently.

Duties and Responsibilities:

• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Working alongside Company Director for day-to-day running of the business
• Work with top management, take and transcribe minutes of meetings, execute routine secretarial assignments, provide supervision, and work coordinator of other staffs.
• Corporate administrative duties, Acts as Director's contact, handles inquiries & requests from internal team and external parties.
• Receive and screen phone calls and redirect them when appropriate.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives, handle confidential documents ensuring they remain secure.
• Prepare invoices or financial statements and provide assistance with bookkeeping.
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
• Maintain electronic and paper records ensuring information is organized and easily accessible.
• Conduct research and prepare presentations or reports as assigned.
• Sets the target, scheduling and work plans.
• Manages and arranges overseas company compliances also Assists Director in new projects.
• Works closely with all directors, all department, and Hotel Managers
• Provide all functions in administration support for the Director.
• Responsible for making traveling schedule for Director.
• Provide on time daily, weekly, monthly report to MD.
• Manage and maintain the MD’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments, requiring Bio or photos etc
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc and troubleshooting problems. Also checking some warehouse and loading dock, order, purchase, and stock the merchandises in a timely manner, implement quality and productivity objectives to achieve company goals, ensure that employees follow the company standards, policies and strategies.
• Coordinate with General Manager in planning short- and long-term projects, budgets, expense controls, schedules, and manpower (Human Resources).
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations, and other Requests.
• Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Ensure the MD is fully briefed on, or prepared for, any engagements she/he is involved in.