Personal Assistant

Postion overview

At Chelson Gordon Consultancy (CG), we foster a culture of collaboration and teamwork. You will be part of a supportive and inclusive work environment where ideas are valued, and everyone’s contributions are recognised. As a Personal Assistant, you will face diverse and exciting challenges on a daily basis. You will be responsible for managing schedules, coordinating meetings and events, handling correspondence, and assisting with various administrative tasks. This role will keep you engaged and constantly learning.

Role and Responsibilities:

Calendar Management:

• Perform basic calendar management function such as setting up meetings, meeting reminders and template for meeting minutes.
• Support in re-scheduling of any meetings or offer alternatives to align with business needs.
• Any other calendar management related tasks.

Communications:

• Communicate to both internal and external stakeholders to facilitate information flow and scheduling with the highest levels of confidentiality.
• Support the implementation of productivity tracking and enhancement system. The specifics of this task include: Perform initial review of the productivity tracker by team member, Communicate the review outcome.
• Prepare team members for meetings or events.

Operation Involvement:

• Assist in projects directed by supervisors. This includes but not limited to the following: Collect data to support the monitoring of work outcome such as team members’ participation, submission of work and overall productivity   observation
• Play a support role in the implementation of a wide variety of internal/external meetings/events/interviews/performance related meetings (local, offsite or by video conferencing).
• Provide general administrative support: typing, telephone support, mail, copying, filing, voice mail and e-mail distribution lists, maintaining databases as instructed from time to time.
• Play a supporting role during the implementation of new and/or current operational systems.

Documentation:

• Basic printing, scanning and management of materials required by daily operations.
• Prepare meeting minutes, pre-meeting notes and post meeting reminders.
• Display intermediate presentation skills. This role requires data and information gathering skill in preparing corporate presentations.

Technology Proficiency:

• Utilise remote collaboration tools, communication platforms, and productivity software to facilitate remote support.

Public Relationship management:

• Assist in travelling and meeting requirements (accommodation, food and refreshments and any logistics or transport arrangements).
• Maintain and uphold executives’ image at all times. This includes the management of any hearsay that will tarnish the reputation of the executives, impact smooth operations of the business and the overall outlook of the firm. It is also a given that this role will uphold his or her own image through the maintenance of dress code that is aligned professionally with executive’s and firm’s expectations.

Corporate and Private Travel management:

• Organise travel arrangements; anticipate and coordinate point-to-point travel and logistics needs (This includes all form of travel, from accommodation to car rental and any other support as requested)

Basic financial management and control:

• Prepare and submit expenses claims in accordance with company guidelines.
• Maintain documentary evidence for all relevant spend to support the finance personnel both internal and external in performing their required duties.
• Assist in managing the petty cash (PC) system including timely reporting of PC balance and reconciliation of PC.

Ad-Hoc tasks management:

• Assist in ad-hoc tasks as needed.

Attributes and qualifications:

• Calendar Management:

–     Intermediate organisational skills to the level of possessing the ability to set priorities.

–     Display attention to details and is timely with follow-ups

• Communication:

–     Good oral and written communication skills in English.

–     Uphold confidentiality.

• Documentation:

–     Acceptable typing skills, intermediate.

–     Microsoft Office skills, especially in Word, Excel, PowerPoint.

• Operation Involvement:

–     Able to work effectively in a team environment.

–     Able to perform independently under the pressure

• Public Relationship management:

–     Strong customer service orientation.

–     Excellent interpersonal skills.

–     Uphold professional image.

• Corporate and Private Travel management:

–     Display attention to details.

–     Timely follow-ups.

• Basic financial management and control::

–     Display attention to details.

–     Timely follow-ups.

• Ad-Hoc Task management:

–     Strong Multi-tasking skills.

–     Accept flexible working arrangements.