Job Description

The Personal Assistant (PA) & Team Coordinator is responsible for ensuring the smooth operation of the office and seamless support to clients, as well as providing full administrative support to the Managing Director, APAC.

• Responsive to all clients\' and candidates\' general inquiries via phone or online.
• Preparation and documentation of all types of reports ie candidate reports, research reports, and progress reports (40% of the time)
• Diligently and proactively confirm meetings with clients/candidates/ consultants (regardless of the location/time zone)
• Responsible for the development & implementation of efficient office procedures. Managing Supplies and maintenance of areas.
• Responsible for incoming and outgoing mail, shipping, and receiving; guardian of confidential documents
• Provide support for the team: staff travel arrangements and expense claims, procurement of supplies, etc.
• Provide support for Marketing/Communications ie maintains a mailing list for clients, send off newsletters, invitations, etc...
• Provide financial administrative support: ie invoicing, expense claims and coordinating with the Finance Manager
• Management of the database and taking on the role of a data privacy officer
• Present constantly in a professional way as the first point of contact to all clients, vendors, board members, staff, media, etc. \xe2\x80\x93 by phone, in person, and/or email
• When assigned, conduct research via the internet or Linkedin and other 3rd party websites.

Skills Required:

• Proficient in Typing / Minutes & Notetaking
• Efficient organizational skills in all aspects
• Proficient in Microsoft Office (Excel, Word & PowerPoint), google apps/ google docs
• Familiar with different web browsers and google applications
• Comfortable using (or learning) Acrobat PDF and mac computer

Competencies Needed:

• Teamwork & effective communication Skill
• Organization & Time Management
• Attention to detail and result orientedness
• Assertiveness with Tact, discretion, and diplomacy
• Project / Time Management & Multi-tasking skills
• Resilience and problem-solving skills
• Self-directed and proactiveness (ie to see what needs doing and to do it)

Qualification: (It\'s the attitude that counts!)

• Relevant 3+ years of experience and have thrived well in a fast-paced dynamic environment with minimal supervision
• Ability to communicate and coordinate with a diverse set of clients across APAC
• Typing and formatting reports
• Experienced in arranging multiple meetings across different countries and continents, previous working experience in and executive search or recruitment companies is a big plus
• Fluency in English is a must, additional language skill especially in Chinese will be an advantage

Only shortlisted candidates will be contacted for the role.