Executive Assistant

Job Summary:

We are looking for a talented Executive Assistant to join our Legal Department and take charge of administrative responsibilities. The primary role of the Executive Assistant is to provide efficient and professional administrative services and strategic support to the executive. This includes assisting with day-to-day activities, as well as handling general clerical duties. The successful candidate will be responsible for scheduling appointments and meetings, working on the company systems, organizing files, and handling telephone calls. The ideal candidate will possess excellent organizational and communication skills and will thrive in a fast-paced and strategic environment.

Key Functions / Duties and Responsibilities:

Assistance to the Department Head on Administrative and Personal Functions

• Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.
• Prepares and types internal and/or external memos, reports, business correspondence, letters, e-mails, etc.
• Prepares and monitors itineraries and attendance for timekeeping and filing of leaves, official business for approval of the executive and for submission to the HR Department.
• Collates/records all receipts required for tax refund and reimbursements.
• Handles the day-to-day operations and specific tasks in a fast-paced environment.
• Promptly attends to phone calls, prioritizing them with a sense of urgency, while ensuring accurate documentation and effective relay of all significant messages.
• Collaborates with the other executives to facilitate communication with staff members across different entities, addressing any queries or concerns that arise.
• Provides assistance in legal management system and monitoring of job order requests from other departments and entities.

On Scheduling and Monitoring of Meetings

• Prepares schedule of daily meetings and weekly activities ahead of time.
• Sets the appointments with other executives and monitors the calendar activities of the Legal Head.
• Responsible for maintaining the office calendar and overseeing all aspects of scheduling, organizing, prioritizing, and coordinating meetings and appointments, including video conference meetings, to ensure optimal workflow.

Document Management: Recording, Monitoring and Filing of Incoming and Outgoing Documents

• Manages and arranges incoming and outgoing files of the Legal Head, ensuring easy accessibility.
• Formally logs incoming and outgoing documents, effectively tracking correspondence for monitoring purposes.
• Ensures timely updates and maintenance of filing systems, including tasks such as photocopying, scanning and uploading files to shared folder.

Assists Department Concerns

• Consistently prepares Office Supplies requests on a monthly basis in accordance with the approved budget for anticipated consumption.
• Verifies and monitors the monthly billing of the executive's assigned such as corporate mobile phone, expenses and prepares payment requests for reimbursements, processing and settlement, ensuring accuracy and adherence to budget.
• Administers and oversees the scheduling of departmental leaves, ensuring proper documentation and adherence to policies.
• Facilitates coordination and maintains accurate records for department staff.

Department Project Assistance

• Provides assistance to the department in monitoring, updating and coordinating various projects involving relevant internal and external stakeholders.