Executive Assistant

Description

• Job TypeFull-Time
• Experience3 Year+
• Min Salary$500+

1. PRIMARY OBJECTIVE OF THE POSITION (Purpose of Job)
The Executive Assistant is primarily responsible for offering personal administrative support and aiding the Board of Director with administrative tasks. The role is crucial in streamlining and expediting the administrative processes of the Board of Director for enhanced efficiency.

DESCRIPTION OF POSITION RESPONSIBILITIES (Major Duties and Responsibilities)

1.ADMINISTRATIVE SUPPORT
A/ Meeting Organization and Documentation:
• Organize, prepare, and document minutes for management and other meetings attended by the Board of Directors.
• Ensure meeting materials are ready in advance.
• Facilitate a smooth and efficient meeting process.

B/ Correspondence and Document Management:
- Prepare and edit correspondence and other documents for the Board of Directors.
- Maintain an organized filing system for all documents.
- Ensure confidentiality and accuracy in document handling.
C/ Scheduling and Coordination:
- Manage and maintain the Board of Directors’ schedules, appointments, and travel arrangements.
- Coordinate logistics for meetings and travel.
- Provide timely reminders and updates to the Board of Directors.

2.DOCUMENT CONTROL AND COMPLIANCE
A/ Policy and Document Management:
- Ensure the appropriateness and availability of all policies, guidelines, and procedures approved by the Board of Directors.
- Maintain a well-organized and accessible document storage place.
- Conduct periodic reviews to ensure compliance with document management policies.

B/ Announcements and Reporting:
- Prepare and announce all approved announcements to all employees in the company.
- Generate regular reports to keep stakeholders informed.
- Record Keeping and Verification:
- Receive and verify all documents In-Out, ensuring accuracy and completeness.
- Maintain organized and secure record-keeping systems.
- Conduct regular audits to verify the accuracy of records.

3. SECURITY MANAGEMENT
A/ Security Oversight:
- Monitor and control company security, ensuring adherence to policies and procedures.
- Conduct regular security assessments and recommend improvements.
- Ensure compliance with security measures during non-operational hours.
B/ Financial Reporting and Oversight:
- Ensure monthly reports are submitted to the supervisor, including the company’s operational and maintenance expense reports.
- Provide detailed and accurate financial reporting on various administrative aspects.
- Implement cost-effective measures for expense control.

4. TRAVEL ARRANGEMENT AND REPORTING
A/ Travel Arrangements and Reporting:
• Arrange travel and accommodation for staff if necessary.
• Submit monthly reports to the supervisor, including the company’s operational and maintenance expense reports.
• Provide detailed and accurate reporting on various administrative aspects.

B/ Task Management and Coordination:
• Arrange and coordinate various administrative tasks as required by the Board of Directors.
• Identify opportunities for process improvements and implement changes as necessary.
• Foster a collaborative and positive work environment within the administrative team.

5. Other tasks required by the Board of Directors