Summary of job
Provide full administrative and secretarial support at a senior level to the Managing Director to ensure the smooth management of her day to day affairs, and most effective use of her time. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.
Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the management’s behalf
Maintaining comprehensive and accurate records
Maintain records of the Director’s contacts.
Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
Assist Managing Director in researching and following up with the action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action
Maintaining day to day schedule, calendar appointment and meeting arrangements, monthly timesheet
Handling filing system in (soft copy) and hard copy in respective file boxes Travelling arrangement (individual or group)
inbound & outbound (Hotels / Tickets / Transportation / Online Check-in / Trip File full-set) Training plan and arrangement
Performing secretarial & administrative tasks for members of the various committee as assigned or requested Keeping confidential information
Performing special and confidential assignments as required
Very strong interpersonal skills and the ability to build and maintain professional, friendly, and cordial relationships with stakeholders, including staff, board members, external partners, and donors.
Highly resourceful team player with the ability to also be extremely effective independently.
Demonstrated proactive approaches to problem solving with strong decision-making capability.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Ability to understand and interpret policies and procedures as well as apply them with consistency.