This role is challenging but will provide a wide variety of experiences. The Executive Leadership Team highly values proactiveness and is looking for someone eager to learn and take on everincreasing responsibility. It is an exciting role, and no day is the same. The successful candidate will enjoy both engaging in high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of integrity and confidentiality towards work are
essential. The successful candidate will be reporting to the CIO. He/she will also provide flexible secretarial, management and travel support to the Executive Leadership Team if required.
1. General
• Assist primarily the CIO with organizational, financial and personal administration
daily basis.
• Assist Executive Leadership Team with secretarial and management support if require.
• Assist to coordinate travel arrangements including scheduling and purchasing tickets for CIO and key guests as directed by the CIO. To assist in visa application, booking complicated flights and accommodation for the CIO and arrange local transportation when necessary.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Lead and/or facilitate ad-hoc or short-term projects and initiatives as requested by the CIO.
• Assist the CIO with all other related assigned tasks.
• Travel in specific cases, if needed.
2. Communications
• Communicate and handle incoming and outgoing electronic communications on behalf of the CIO.
• Follow up on responses to requests and emails to/from the CIO.
• Greet visitors graciously and in a professional manner, create a good personal image through a professional appearance and a positive, cheerful attitude.
• Answer phone calls in a pleasant, helpful and professional manner, direct all incoming calls to appropriate personnel promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner.
• Maintain and present the dashboards and other reports on a timely manner (if any).
3. Scheduling
• Work with the CIO to manage her/his calendar and schedule (meetings, conferences, regional office visits) including coordinating CIO’s global and domestic travel itineraries.
• Organize all other meetings to be attended by the CIO, including staff meetings, coffee sessions, and virtual meeting as well as ensuring connection and set-up is prepared in advance for virtual meetings.
• Ensures that key dates and events are highlighted to the CIO ahead of time.
4. Meetings
• Prepare materials, packets and presentations for CIO’s meetings and Executive Leadership Team, if any
• Organize the logistics for internal meetings
• Coordinate and distribute notes at management meetings as requested.
• Record and prepare minutes or notes of meetings for the CIO as requested.
• Organize and arrange venues for all other meetings requested by the CIO.
5. Record and Documentation
• Maintain records of decisions and ensure action items are clearly recorded for the CIO.
• Organize documents for signatures of CIO and members of executive staff related to relevant projects.
• Maintain records of correspondence received in the CIO’s Office.
• Keep accurate records and files at all times and as appropriate.
• Update and maintain database of executive key contacts.
• Manage tools for supervision of ongoing activities.
• Ensure compliance to office protocol and document retention.
6. Additional Assignments
• Conduct research to find needed information, using various sources, including the Internet but must ensure information is verified for accuracy.
• Manage CIO’s expense claims.
• Ensure CIO’s office is always clean and tidy.
• Monitor CIO Office’s direct report whereabouts such as business travel, annual leave, flexi day, sick leave, compassionate leave and share with CIO on a weekly basis.
• Assist with special projects and reports as required by the CIO.
• Support AFI Event Management in specific cases as identified by the CIO in consultation with the Executive Leadership Team.
- Excellent attention to detail, accuracy and quality
- Excellent written and verbal English communication skills Ability to maintain calendars and schedule appointments
- Ability to compose and edit written materials, translation experience is a plus.
- Able to manage multiple projects and responsibilities at once; ability to meet deadlines
- Proficiency with MS Office Suite especially Word, Excel and PowerPoint
- Experience scheduling complex travel arrangements for management, including visa
- application.
- Ability to work easily and effectively with a wide range of people
- Ability to be flexible and exercise sound judgment
- Ability to work flexible hours and on weekends as needed
- Possesses time/organization/stress management skills
- Strong commitment to AFI’s mission and values
- A responsible attitude to all aspects of the work
- Hospitable towards guests and staff alike
- Possesses cultural awareness and sensitivity
- Demonstrates solid work ethics
- Passion and personal interest in people and providing assistance
- Holds a positive and outgoing perspective on life
- Be friendly and personable while managing heavy communications and calendar scheduling
- (requiring interaction with both internal and external executives and officers, as well as consultants, clients, co-workers and the public) to coordinate various complex meetings.
- Respect the need for confidentiality and sensitivity of information.
Interested candidates are invited to apply with the latest CV in English.