Personal Assistant (Maternity leave support-3 months)

Jobinhalt

To assist the General Manager & Taiwan team in all administrative matters which involve a range of multi-tasking responsibilities, coordination, and business development support.

Areas that play to your strengths

All the responsibilities we’ll trust you with:

Admin support to GM

Keep an updated diary for GM including major travel plans Fix appointments for in-house and local meetings Screen calls, invitations and meeting requests Invoices and T&E handling

Communicates properly with the region

Update the calendars on a monthly basis with the travel plans of all the management team Keep track of major colleges/workshops/meetings that will be attended by the team Keep track of very important submission dates (e.g. budget estimates, business plans, etc.)

Secures effective travel Plan

Organise flight details, hotel bookings and travel itinerary Co-ordinate visa requirements and ensure that travel documents are prepared ahead of time Set up meetings in the country of destination and co-ordinate properly the agenda

Day to day matters

Organise conferences/workshops/trainings/meetings as specified by the project responsible. Keep the directories updated with contact details of all internal/external people Organise logistics requirements for visiting guests Handle video/telephone conference requirements Co-ordinate approvals of marketing invoices and other documents from the regional office and HQ Database creation and regular update (e.g. visiting cards, cards mailing lists, etc.) Send couriers to different destinations Support General Manager for legal matters

Office Management

Maintain office properties Liaise with building management and public car park facilities authorities. Co-ordinate with service provides – e.g. telephone, internet, IT vendors, Utilities, renovation, office equipment servicing. Manage and co-ordinate all reception and office management tasks e.g. upkeep of pantry, in-office meetings logistics.

IT Support

Co-work with IT team to set up new accounts and hardware for new employees Remove access and re-image hardware for departing employees Maintenance of hard and software inventory

Your areas of knowledge and expertise

that matter most for this role:

• 1-3 years of PA/Executive Secretarial experience required (Experience with an FMCG multi-national company is an advantage)
• Ability to create very good self-correspondence with minimal supervision
• Proficiency in MSOffice (Word, Excel, Power Point)
• Proactive with strong multi-tasking and organizational skills
• Team player in a multi-cultural environment with very good interpersonal skills