Executive Assistant
4 days ago
**We are hiring Executive Assistant (6 - 7 month contract)**
**JOD DESCRIPTIONS**:
**OPERATION**:
- Reporting to Director of Operation (DOP) and performing secretarial and administrative duties.
- Organizes DOP timetable for higher efficiency and facilitates faster communication between departments and the DOP.
- Prepares meeting packages, attends, records, and transcribes minutes of meetings.
- Entering data, maintaining databases, and keeping records.
- Transcribes formats, edits, retrieves, copies, and transmits correspondence, documents, data, forms, and graphics.
- Word-processes all manuscripts, letters, documents, and proposals.
- Records, date-stamps, and distributes all incoming mail.
- Files correspondence and documents appropriately.
- Schedules appointments and coordinates with Property Management teams.
- Records and monitors purchase orders for expenditures or services.
- Maintains records regarding tenant move-in, requests, move-out, and lease agreements.
- Provides administrative oversight and supports colleagues with a high level of professionalism.
- Tracks and follows up on the DOP critical tasks to ensure timely execution.
- Supports the organization of business trips, internal events, meetings, and conferences as required by the Management.
- Reviews internal documents and contracts prior to final submission for approval.
- Performs other duties as assigned by the DOP.
**REPORT**:
- Communicates with HO and PMH offices to expedite document approvals, coordinate actions, and handle administrative tasks among the three parties.
- Coordinates information between active projects and provides data to the DOP for effective management.
- Assists in collecting reports from Property Managers and forwards information to the DOP.
- Provides general administrative information and consolidated data as needed.
- This position reports directly to the DOP.
**REQUIREMENTS**:
- Qualification: Minimum University
- Experience: Minimum at 2 years
- Language: English (Advanced)
- Technical skills: Microsoft Office (Word, Excel, Powerpoint); Secretary skill
- Soft skills: Good communication and negotiation skills; Time and work management skill; Teamwork and independent work.
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