Executive Assistant Full Time

About our client:

Our Client operates in the Packaged Foods Industry, with its headquarters rooted strongly in the United States. It has its branches spread to more than 180 countries. They fall under the Fortune 500 Companies. Their core business is manufacturing and selling a broad range of convenience foods. It also is a well passed down legacy business, making a mark through history.

Responsibilities:
Provide general support with organizing office events
Be the interface between the IT helpdesk and our local contractor to ensure equipment, iPhones and IT service is held up to a high standard.
Manage local travel partners (BCD, preferred rates for hotels and flights) and ensure cost effective solutions are provided to employees.

Travel:
manage travel booking ensuring best use of travel budget and manager’s agenda, handle visa query process, coordinate travel schedule

Expenses:
manage regular and frequent travel expenses ensuring compliance with policy and in time payment/reimbursement

Calendar:
fully own manager’s calendars arranging all ad hoc and recurrent meeting, sending/accepting/declining invites, rearranging meeting, preparing weekly calendar check, maintaining long term calendar planning, coordinating Lead Team members calendars and travel schedule with other Assistants

Email:
screen and prioritize manager’s inbox, highlight urgent queries, redirect queries, when necessary, answer/delete when relevant

Meeting:
fully own the recurrent and ad-hoc meeting organization logistics sending invitation, coordinating meeting agendas, tracking attendance, setting up the relevant IT tool when necessary (phone conference, web-based meeting, video conference, etc.)
room booking with IT equipment, catering orders, welcoming external visitors. Prepare the necessary documents before and after meeting such as PowerPoint presentation, handouts, write memo and summary.

General Administration:
Track managers vacation schedule, maintain relevant contact & distribution lists, up-date organization chart, handle necessary mail expedition and distribution, order stationary, answer phone calls from central number, help organize Town halls, annual events, etc.
Back up for other executive assistants during absence

Requirements:
Minimum Diploma
3-5 years of administrative assistant experience
Fluency in English
Excellent verbal and written communication skills
Strong discipline and attention to details
Ability to work independently and priorities tasks
Excellent collaboration skills and the ability to work within diverse organizations and teams
Advanced knowledge of MS Office (Word, PowerPoint, Outlook)