The Executive Assistant is responsible for :
- Perform various administrative duties, including scheduling of meetings, document preparation, correspondence, expense reporting etc.;
- Receives all telephone calls for the Heads, (observing telephone courtesy standards) and other officers in their absence. Takes messages, notes all pertinent information, and relays to immediate superior or person concerned.
- Maintain the team’s files and records, including both paper and electronic files through Source Telecoms’ document management tools;
- Perform contract review and management duties;
- Draft, track, issue and file contracts;
- Update Contract Monitoring File and provide updates to VP for Commercial Sales and Partnerships on the status of contracts and other documents;
- Follow-up status of on-going contracts to ensure execution;
- Supporting compliance initiatives such as maintaining registers, records of processing activities, collaborating closely with members to ensure records are complete and work closely with service providers to ensure contracts are in place;
- Creation and preparation of reports, research data, and other necessary materials/documents as instructed. Collects information and follow-up pending matters with relevant units/persons as instructed;
- Formatting training materials, updating and maintaining templates and policies, etc.;
- Drive process and workflow improvement for the team;
- Other projects work as required from time to time.
Requirements
- College Graduate, preferably with 1-2 years of relevant experience;
- Bachelor’s degree in the field of Business Studies/Administration/Management, Legal Management, Human Resource Management, Marketing, or any related course.
- Computer knowledge and relevant software
- Innate ability to learn processes, approaches and new technologies;
- Ability to manage workload and assignments in order to meet work unit and project objectives and deadlines.
- Effective Strategic Planning and Organizing and adept in technology
- Able to communicate effectively with all levels of the organization and external parties; keen on details
- A resourceful problem solver with outstanding time management skills;
- Able to confidently work with various partners to get things done, and maintain confidentiality, and data integrity and security;