Executive Assistant

Job Code: 140/001/682
Industry: Manufacturing
Benefits: Annual Bonus, Air Ticket Allowance, and Medical Insurance
Working Days: Monday - Friday
Working Hours: 8:00 AM - 5:00 PM

Job Brief:
Our client is seeking a highly organized and proactive Executive Assistant to support the management team. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to handle multiple tasks efficiently while maintaining confidentiality.

Job Responsibilities:

• Proactively manage the management team’s calendar, ensuring effective prioritization and coordination with internal and external stakeholders.
• Act as the first point of contact, handling incoming calls and ensuring timely responses with excellent customer service.
• Take and relay messages accurately to the management team.
• Coordinate and arrange meetings, ensuring all necessary preparations are in place.
• Prepare minutes of meetings and distribute them to relevant parties.
• Maintain an organized office environment, ensuring proper filing of documents (both hard copies and electronic).
• Manage email correspondence, filtering and responding to queries efficiently.
• Handle sensitive information with utmost confidentiality.
• Utilize software applications for record-keeping and document retrieval, minimizing paper flow.
• Liaise with senior team members and external agencies to ensure timely task completion.
• Take dictation and draft memos or circulars as required.
• Conduct research related to products, competitors, and markets, presenting findings in reports or pictorial formats.
• Ensure timely payments for management-related expenses such as telephone, vehicle registration, and credit card bills.
• Arrange travel and accommodation for the management team, ensuring seamless travel logistics.