Executive Assistant (2-5 Yrs Experienced Employee), Work from Home

Addiction Pet Foods is a global pet food company headquartered in Singapore with Offices in Singapore and a manufacturing plant in New Zealand.

Job Objective:

Provides executive support in a one-on-one working ---------- rves as the primary point of contact for internal and external constituencies on all matters about the Office of the executive. Also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Duties and Responsibilities:

• Plans, coordinates and ensures the executive’s schedule is followed and ---------- rves as “gatekeeper" and "gateway", creating win-win situations for direct access to the executive’s time and office.
• Conserves executive’s by completing a broad variety of administrative tasks for the executive including: managing an extremely active calendar of appointments; completing expense reports; reading, researching, composing, preparing, and routing correspondence; preparing and reviewing documents and producing reports and presentations to outline business plans; arranging travel plans, itineraries, agendas, and compiling documents for travel-related meetings; answering incoming phone calls promptly and efficiently and initiate appropriate actions to direct calls as needed, take down notes, make follow-ups, etc.
• Represents the executive by attending meetings in the executive’s absence; speaking for the executive if possible.
• Communicates directly, and on behalf of the executive with internal and external key stakeholders on matters related to the executive's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ---------- termines appropriate course of action, referral, or response if possible.
• Provides a bridge for smooth communication between the executive and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Have a sense of the issues taking place in the environment and keeping the executive updated.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Attends executive meetings and takes down detailed notes summarizing the meeting.
• Source and shortlist suppliers and service providers.
• Provides historical reference by developing and utilizing filing and retrieval systems; secures information by completing database backups.
• Maintains customer confidence and protects operations by safeguard confidential information and documents.
• Contributes to team effort by accomplishing projects or related results as needed.
• Performs other office management and administrative tasks assigned by the executive.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.


Qualifications and Requirements:

• With Bachelor’s/College Degree in Business Studies, Administration Management, Marketing or equivalent
• At least three (3) years of working experience in the related field in a similar capacity is required; preferably 2- 5 years’ experience in Secretarial/Executive and Personal Assistance or equivalent
• Must possess and strongly demonstrate the following skills:
o Communication Skills: Excellent written and verbal communication skills.
o Time Management Skills: Prioritize to determine where time is best spent for the position and the executive.
o Organization: Develop a strategy to keep everything in its place.
o Multitasking Abilities
o Problem Solving: Plans, strategies, and schedules change – react quickly and be resilient, finding the best alternatives when these changes arise.
o Independent: Get own job done, ensure that the executive is on track, as well as the team members.
o Proactive: Think far into the future and able to step in when needed.
o Detail Oriented: Must have an eye for even the tiniest details.
o Technology: Must know prioritization software, presentation software, graphics software, Microsoft office, etc.
o Leadership: Must be able to step up and get the team on track