Job description

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.

Ensure 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.

Process and respond 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.

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

Ensure 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.

Ensure 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.

Ensure 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.

Ensure 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.

Ensure 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.

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

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

Ensure proper dissemination of emails to the department on daily basis. Ensure that couriers / packages are delivered / received in timely manner.

Ensure 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.

Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies

Proficiency in administrative tasks such as scheduling meetings, managing calendars, organizing travel arrangements, and handling correspondence, ensuring efficient office operations.

Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities simultaneously, optimizing the executive's time and productivity.

Understanding of the importance of confidentiality in handling sensitive information, such as financial documents, legal matters, and personal correspondence, maintaining discretion and professionalism at all times.

Excellent verbal and written communication skills to liaise with internal and external stakeholders, including executives, clients, and vendors, conveying information clearly and professionally.

Strong problem-solving skills to anticipate and address issues proactively, troubleshoot problems independently, and find effective solutions to challenges that arise in the course of supporting the executive.

ERP knowledge preferably SAP functional skills are a requirement to be successful in this role

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year (s) GCC is a plus