Job Description

\xef\xbb\xbfEXECUTIVE ASSISTANT / PROJECT MANAGERThe responsibilities of the role center around project management, including document preparation (drafting, formatting and proofreading), calendar management (both internally and externally, across various geographies and time-zones, sometimes with tight deadline), and data management. On top of this, he/she is expected to support the consultants in expense submission, field incoming calls, event management, etc.The EA will work closely with colleagues on several projects (6-10) simultaneously, in varied stages, to ensure that the projects are managed to the highest level of standards. Each project takes an average of 4-6 month and some take longer.The EA will serve as a liaison between clients / candidates and is a representative of the firm, hence he/she must maintain the utmost level of professionalism and confidentiality. Responsibilities: \xe2\x80\xa2 Manage projects and external activities through the global database / information systems (the systems usage is as important and as regular as checking/answering emails) and ensure information is uploaded and updated. Regularly keep track of assignment progress and proactively work with colleagues to prepare for the next step in the different processes. \xe2\x80\xa2 Serve as client liaison. \xe2\x80\xa2 Arrange all scheduling, i.e. candidate interviews, phone calls, face-to-face meetings, video calls, client meetings, update calls and reference calls as appropriate. \xe2\x80\xa2 Manage executive and candidate travel schedules, provide assistance in travel arrangements. \xe2\x80\xa2 Prioritize and handle complex, confidential matters and assuring discreet handling of all corporate business. Take initiative in executive\'s absence to minimize effect of his/her absence. \xe2\x80\xa2 Screen individual consultant\'s telephone lines, as well as answer \xe2\x80\x9coverflow\xe2\x80\x9d calls. \xe2\x80\xa2 Build positive relationships and interfaces with high-level executive candidates (Fortune 500 level client executives & candidates) and their assistants. \xe2\x80\xa2 Work with Expert team on projects from start to finish to ensure smooth process and completion. \xe2\x80\xa2 Ensure that all outgoing documents including general correspondence, reports, proposals, presentations and miscellaneous documents are of high quality and produced on time. \xe2\x80\xa2 Process expense claims for consultants and candidates. \xe2\x80\xa2 Assist accounting department with invoicing to clients. \xe2\x80\xa2 Assist other Executive Assistants with work overflow as and when capacity allows. \xe2\x80\xa2 Undertake ad hoc projects as requested. Assume ownership or shared responsibility for planning, organizing and executing the projects. The ideal candidate: \xe2\x80\xa2 Strong project management skill \xe2\x80\xa2 Strong oral and written communication skills \xe2\x80\xa2 High learning agility (particularly usage of database/information systems) \xe2\x80\xa2 Comfortable working in face-paced environments, and not afraid of challenges \xe2\x80\xa2 Possesses a can-do attitude and problem-solving mindset but not afraid to ask for help \xe2\x80\xa2 Assertive and yet diplomatic \xe2\x80\xa2 Meticulous and yet have the big-picture view \xe2\x80\xa2 Strong MS office skills \xe2\x80\xa2 Highly collaborative \xe2\x80\xa2 Willingness to help and go above and beyond \xe2\x80\xa2 Maintain a positive attitude at all time \xe2\x80\xa2 Some secretarial experience (8-year) is acceptabl

Office Secretaries