PURPOSE

Provides proactive and wide range of administrative and general support to CEO to enhance efficiency, productivity and communication in a highly responsive and confidential manner.


TYPICAL TASKS

Health, Safety & Environment:
• Demonstrate behaviour in line with health, safety and environmental standards

People:
• Demonstrate behaviour in line with the Company’s values, standards and a professional workplace
• Participate as an effective team member in working collaboratively with Executive heads, Marketing team, peers and relevant others (including from other teams where relevant) to achieve business goals

Financial:
• Operate in a cost-effective way

Work Processes:
Daily Departmental Administration
• Communicate and/or coordinate CEO's instructions and desires with various individuals and/or departments
• Furnish and obtain information from other Stake Holders or outside representatives.
• Organize and maintain CEO's correspondence and records, following up on pending matters with limited direction
• Efficient and up-to-date filing and storage of documentation (paper and electronic)
• Accurate tracking records maintained e.g. monthly travel overview, daily attendance/travel schedule
• Ensure compliance with Legal with respect to conference registrations

Preparation of high-level and confidential documents

• Prepare correspondence, memos and presentations for CEO’s final approval

Diary management – scheduling and confirming Project Coordination including support with expenses and Travel
• Flight, transfer and accommodation bookings and visa applications made in accordance with company travel policy
• Liaising with travel agent, managing booking, visa applications and following correct procedures, in line with company travel policy.
• Ensure diary is up to date with travel info
• Expenses prepared and reconciled
• Read, flag and archive principal’s emails on a daily basis and maintain email filing system
• Schedule and coordinate appointments and arrange meetings taking into account time differences and deadlines

Meeting and events management
• Logistics of conferences, quarterly management forums and Board meetings arranged including venues, equipment, catering, dinner arrangements, off-site excursions, transportation, guest room bookings, etc.
• Tele- and video-conferences arranged

Projects
• Participate in projects with other project managers/coordinators as and when required upon approval by CEO or his key stakeholders

ROLE RELATIONSHIPS

Key Internal Relationships: CEO, Team Members and Senior Stake Holders

Key External Relationships: Suppliers, Professional bodies, Forums, External Service Providers, Contractors, Government Bodies

Direct Reports: CEO

CAPABILITY REQUIRED TO DO THE ROLE
Knowledge • Proven track record of extensive practical experience in a role and context of similar complexity

Role-specific knowledge:
• Sound knowledge of Microsoft Office Packages
• Experience in Translation
• EFFICIENCY IN SPOKEN ENGLISH AND WRITTEN ENGLISH. Added foreign language (Chinese) will be an advantage
• Strong organisational skills with the ability to prioritise and multitask - Strives for excellence
• Excellent verbal and written communication skills
• Ability to maintain confidentiality and use initiative
• Attention to detail and commitment to deadlines
• Work calmly under pressure
• Strong ability to work with multiple parties including setting up of Customer meetings – internal and external

Technical Skills • Demonstrated high degree of computer literacy and systems oriented particularly Microsoft Outlook, Word, PowerPoint and Excel

Social Process Skills



• Setting direction: Setting clear direction and priorities and gaining support of others
• Inspiring others: Energising, developing and enabling colleagues to succeed
• Collaboration: Building relationships and fostering cross boundary collaboration
• Impact and Influence: Deepening self-awareness and applying influencing techniques that gain commitment and support
• Decision making: Evaluating info, good decision making, manage risk, drive safe, reliable and sustainable operations and protect the licence to operate
• Driving performance: Driving plan delivery, holding people and self to account
• Effectively influence and manage relationships with key internal and external stakeholders to achieve required outcomes
• Communicates effectively across boundaries at appropriate levels
• Effective in working with diverse teams and sensitive to local social, political and cultural realities


Any other requirements to perform the work effectively? • Good standard of general education
• Tertiary Qualification in Engineering and Accounts is highly desirable
• Recognised Project Management qualification an advantage