Executive Personal Assistant

Job Summary

The Executive Personal Assistant provides full administrative and secretarial support at a senior level to ensure the smooth management of day-to-day affairs. The position handles sensitive and complex issues in a professional and objective manner and serves as the primary point of contact for internal and external constituencies on all matters pertaining to his/her immediate superior such as but not limited to handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned.  

Job Responsibilities 1

Ensures the proper compilation of data, prepare error-free reports and/or collate data for consideration and presentation by supervisor as and when required within the set deadline.

Processes and responds professionally and promptly to all incoming and outgoing communications (post, telephone, fax, email, face to face), accurate message taking, copying and distributing information as necessary.

Remains strictly professional and approachable at all times, provide excellent customer service to all visitors of his/her immediate supervisor and business partners.

Ensures to maintain an accurate and up-to-date scheduler to help organize appointments with the direct supervisor and give necessary advice / reminder on daily basis and ensure critical meetings are not missed.

Ensures to check admission of guests without appointments to the direct supervisor on daily basis and maintain a log of visitors and appointments for easy reference on a daily basis.

Ensures total confidentiality and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Ensures that documents for the department are distributed to the concerned personnel on a timely manner, are properly screened / and organized in the signature file on daily basis.

Job Responsibilities 2

Ensures to record distributed documents and monitor actions taken for correspondence that require reply on a daily basis and advise the direct supervisor for any documents / matters that require immediate attention on daily basis.

Ensures screening and forwarding approved calls to the direct supervisor on daily basis.

Ensures to monitor all documents coming in or always leaving the department in compliance to the quality management system.

Ensures proper dissemination of emails to the department on daily basis.

Ensures that couriers / packages are delivered / received in timely manner.

Ensures to collate data or to prepare professional reports, memos or presentations as and when requested by the supervisor within the established time frame with minimal errors.

Ensure to compile data, prepare error free reports or collate data for consideration and presentation by supervisor as and when required within the set deadline.