Corporate Affairs Assistant Full-Time

Candidate Profile

• Bachelor in Administration, Business Management or relevant areas.
• Minimum of 3 years of relevant administrative assistance experience.
• Excellent written and oral communication.
• Strong interpersonal and communication skills.
• Excellent use Microsoft Office (Words, Excel, Power Point and Outlook).
• English and French is a plus advantage.

Activities

• Acts as the point of contact between Vice President, Executives, employees, clients, external partners, and stakeholders.
• Screen/handle telephone calls, appointments and emails and take action accordingly.
• Manage all administrative responsibilities including confidential materials and business communications with all levels of management (internal and external parties) for Vice President’s signature.
• Manage the Vice President’s agenda to co-ordinate meetings/appointments, complex agenda to ensure smooth running of such meetings.
• Maintain and prepare calendar and coordinate extensive domestic, meeting, international travel arrangements according to the assigned corporate officer’s needs.
• Be in liaison with Senior HR Officers in all matters related to Administration including rest house, office environment, official visitors etc.
• Independently coordinate with the government agencies to schedule meetings and follow up to send/ receive deliverables on behalf of Vice President.
• Negotiate and organize conference facility bookings, catering, hotels arrangement for executive visitors.
• Assist in document and PowerPoint presentation preparation, compile and draft minutes of meetings.
• Receive invoices for payment.
• Compile, manage and organize weekly/monthly travel and expense reports processing and submitting reports for reimbursement.
• Provide advance administrative support for Corporate Affairs department and administer departmental programs and activities and maintain complete and thorough documentation of program activities.

Context & Environment

• Provide Executive support for Corporate Affairs department and visiting executives.
• Office executive administrative functions.
• Manage supplies and upkeep the functionality and cleanliness of the office.
• Manage confidential information.
• Inter-departmental coordination on executive requirements.
• Coordinate Vice President’s administrative and procedural requirements.