Executive Administrative Support Specialist
Job Summary:
The successful candidate will provide high-level administrative support to the Chairman/CEO and CFO, handling tasks such as minutes, agendas, calendar management, travel arrangements, bank reconciliations, query handling, filing system management, data management, errand running, and CEO collaboration.
Key Responsibilities:
1. General PA duties:
o Minutes, Agendas, calendar management, travel management
2. Bank Reconciliations: Conduct regular bank reconciliations, ensuring all financial records are accurate and up-to-date.
3. Query Handling: Manage ad hoc queries via emails or phone calls from suppliers, contractors, and tenants.
4. Filing System Management: Organize and maintain filing systems meticulously.
5. Data Management: Update and maintain data streams and key performance indicators (KPI) on various projects.
6. Errand Running: Carry out occasional errands as required to support the team.
7. CEO Collaboration: Work closely with the CEO, CFO and other key executives/shareholders on ad hoc tasks, special projects, and strategic initiatives.
8. Property Management: Oversee property-related tasks including maintenance coordination, liaising with tenants, contractors, and sales agents.
9. Meeting Preparation: Prepare meeting agendas, take minutes, and distribute meeting notes occasionally.
10. Document Preparation: Draft, review, and edit documents, reports, and presentations.
11. Communication Liaison: Act as a primary point of contact when required.
12. Confidential Information Handling: Safeguard confidential information and ensure it is handled with integrity.