Working...
SOS HR
This job is closed

EXECUTIVE OFFICE ADMINISTRATOR

Job Description and Requirements

Job Purpose: 
Provide high-level administrative support by conducting research, preparing tabulation reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. 
May also train and supervise lower-level clerical staff. Maintain a highly organized filing system congruent with highly demanding requirements for the information flow to ensure the confidentiality and correctness of the provided services. Perform a wide variety of highly complex specialized secretarial, stenographic and general administrative duties in the assigned office.
Job Responsibilities:

  • Establish high level of confidentiality at all times, without restricting the flow of essential information to the right people and responsible for the highly confidential files, matters and documents for the management.
  • Organize, plan, and prioritize work by developing specific goals to prioritize, organize, and accomplish work in line with business schedules.
  • Perform day-to-day administrative tasks such as maintaining information files and processing paperwork. Prepare responses to correspondence containing routine inquiries.
  • Monitor and prepare all External /Internal outgoing correspondence and their attachments if any requiring the CEO's / Director's approval signature to ensure proper ordering and completeness. This includes carrying out arithmetic check, proofreading, registering, indexing, filing and sealing of documents according to applicable systems.
  • Prepare strictly confidential correspondence, and dispatch, circulate and update copies of such correspondence. Allocate, follow up work to other team members in the office and check the quantity and quality of their output.
  • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
  • Handle all incoming / outgoing telephone calls, respond and deal appropriately as required. Provide advice, information; take messages, notes and determining their priority order. Handling complaints and making different types of relevant arrangements as required.
  • Read and analyses incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve corporate documents, records, and reports.
  • Establish, and update a secure filing and indexing system to aid in the location, retrieval and upkeep of documents in the CEO's / Director's Office. Ensure protection, security, and security of files and records. Ensure an efficient and effective reference, all paperwork and filing system providing indexing system for quick and easy access to information, linked to a bring-forward system, and kept secure and fully updated at all times both in own and Manager's office space.
  • Document, record information by translating, transcribing, recording, storing, or maintaining information in written or electronic form.
  • Compile and coordinate the compilation of data, and prepare in the form of reports, analyses, tabulation, and distribute data as instructed. Develop and carry out an efficient documentation and filing system for both paper and electronic records.
  • Manage and maintain CEO's / Director's schedules events, programs, and activities. Make appointments for receiving visitors and determine whether they should be given access to specific individuals and greet, direct them to the concerned line manager. Facilitate meetings, including sourcing venues and arranging conferences and refreshments as required.
  • Organize the CEO's / Director's calendar and reminder system. Arrange meetings and appointments coordinating this with others as appropriate and ensure that relevant documentation is available to any scheduled meeting or appointment. Prepare agendas and make arrangements for committee, board, and other meetings. This includes arranging conference rooms, visual aids and refreshments.
  • Attend meetings in order to record minutes, compile, transcribe, and distribute minutes of meetings.
  • Type, proofread and distribute variety of material such as letters, reports, tabulation and conduct research, compile data, prepare papers for consideration and presentation by executives, committees and boards of directors.
  • Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Oversee administrative policies and procedures for offices and/or organizations. Interpret administrative and operating policies and procedures for employees. Evaluating Information to determine compliance with standards and uses individual judgment to determine whether events or processes comply with procedures, regulations, or standards.
  • Collect, data and Information by observing, receiving, and obtaining information from all relevant sources. Provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Identify information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
  • Develop constructive and cooperative working relationships with others and maintaining effective communication within the organization and respective business functions. Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.
  • Make travel arrangements for CEO's / Director's and arrange all business travel transportation and accommodation both local and overseas and ensure all documentation is in place and prepare for itineraries, where required for the CEO's / Director's and other senior managers' members.
  • Ensure Visitors and the VIPs are made welcome from when they register at reception and that their needs are anticipated and met until they leave the building. Arrange orientation tours if required.
  • Screen all visitors, telephone calls, schedule meeting, and appointments for the CEO's / Director's deals with the CEO's / Director's visitors with tact, diplomacy and courtesy. Evaluate the nature and importance of visitors / callers and briefs the CEO's / Director's accordingly before the meetings.
  • Coordinate with Protocol Department for the preparation of visit and entertainment programs for the CEO's / Director's visitors this includes ensuring high standard of reception services, transportation, hotel accommodation, banquets as require.
  • Organize master corporate calendar of all corporate events, conferences, holidays and vacations.
  • Perform other similar or related duties as assigned, such as handling mail, preparing and dispatching invitations for social functions, circulating correspondence and periodicals, as directed, etc.
  • Supervise and train other clerical staff.

Policies, Systems, Processes & Procedures
Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
Innovation and Continuous Improvement
Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
¿ Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and Company Code of Practices.
Reports
Provide inputs to prepare Section progress reports for Company Management.
COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal
Frequent contacts with all levels of Company personnel up to Assistant Manager level to arrange, coordinate and schedule the Director, Office activities.
External

  • Regulars Contacts throughout the Company, the Group, Shareholders and Suppliers etc., to facilitate the flow of information and assistance.
  • Frequent contacts with Group Companies' personnel and shareholders to arrange, coordinate and schedule their dealing with the Chief Executive Officer.
  • Regular contacts internally with Governmental officials, ambassadors and other VIPs and externally with higher level of visitors from different organizations to facilitate their meeting with the Chief Executive Officer.

Minimum Requirements:

  • Bachelor's Degree in Business Administration or equivalent

OR

  • Diploma Degree in Business Administration or equivalent with minimum of 4-6 years of experience.

Minimum Experience & Knowledge & Skills

  • Experience in office management / administration, secretarial fields. Knowledge of the basic principles of business and management, office administration, accounts, data and administrative management practices and procedures.
  • Full knowledge of office management systems and procedures.
  • High-level verbal and written communications skills.
  • Discretion with personal and confidential information.
  • Knowledge of business and management principles, office administration, accounts, data and administrative management practices and procedures and relevant office software packages.