Executive Secretary

Some of your duties will include:

• Assist Project Director in providing accurate, timely and good quality administrative support services of the department
• Require to be on call on a 24 hours 365 days/year basis
• Establish filing system and procedure, prepare file, file and retrieve documents and carry out periodic records audits
• Organize and maintain work schedule, meeting appointment, provide reception services and handle phone calls
• Undertake a variety of clerical functions such as set up filing system, typing, recording and handling incoming/outgoing correspondence
• Performing copying, collating, binding, packaging etc. and disseminates routine and other documents are requested by department personnel including messenger and or mail
• Distribute orders and acknowledgement to department staff
• Administer department's equipment, maintain office supplies inventory, leave application and maintain record
• Coordinate and arrange travel arrangement, accommodation and site passes for project personnel, vendors and visitors
• Coordinate and organize activity for formal and informal events
• Ensure compliance with the company business code ethics
• Prepare, check and submit reimbursements of expenses and arrange for payment
• Prepare meeting venues and take minutes of meetings.
• Assist with reimbursement of expenses, leave and schedules, transport and accommodation bookings and general office administration and management.
• Arrange site Visits with for local and overseas visitors Including seaplane/ferry bookings, hotel and hire bookings.
• Performs copying, collating, binding, packaging, etc., and disseminates routine and other documents as

What skills and experience do you need?

• Education at an accredited College, Business School or technical institute in secretarial science maybe substituted for the required experience for 5 years
• Prior administrative experience with 5 years of professional experience and a commitment to working collaboratively, including with other departments, and helping contribute to a positive and high impacted workplace.
• Able to solve problems by analyzing information and using logic to address issues and problems.
• Capable to develop own ways of working effectively and efficiently also handle multiple responsibilities simultaneously
• Have a good time management also effectively communicate verbally and in writing
• English Language in Advance Level (Writing skill, Grammar TOEFL, English for Business)
• Experience with SAP software
• Have a good skill in computer (company computer software program & e-mail) also able to operate office machines such as such as photocopier, telephone, presentation equipment, scanner, etc.