Personal Assistant to Management (COO) at Factory, Urgently!
Detail posisi
Kewajiban
• Calendar Management: Coordinate and manage the schedules of senior executives, including arranging meetings, appointments, and travel arrangements. Anticipate scheduling conflicts and proactively resolve them to maximize productivity.
• Communication Management: Serve as the primary point of contact for internal and external communications, including screening phone calls, responding to emails, and managing correspondence on behalf of executives. Prioritize and escalate important messages as needed.
• Meeting Coordination: Organize and schedule meetings, conferences, and events, both on-site and off-site. Prepare meeting agendas, distribute materials, and coordinate logistics to ensure smooth execution.
• Document Management: Maintain and organize documents, reports, and presentations in electronic and physical filing systems. Prepare and edit documents, presentations, and spreadsheets as requested by executives.
• Project Support: Provide administrative support for various projects within the manufacturing facility, including tracking project timelines, coordinating team meetings, and assisting with project documentation.
• Vendor Management: Liaise with vendors, suppliers, and service providers to obtain quotes, place orders, and coordinate deliveries. Ensure timely payment processing and resolve any issues or discrepancies with vendors.
• Expense Management: Manage expense reports and reimbursement processes for senior executives. Review and reconcile expense receipts, track spending against budgets, and submit reports for approval.
• Confidentiality: Maintain strict confidentiality of sensitive information and handle confidential documents and communications with discretion and professionalism.
• General Administrative Support: Assist with general office tasks, such as answering phones, greeting visitors, ordering office supplies, and maintaining office equipment. Handle ad-hoc administrative requests from executives as needed.
Kualifikasi
• Bachelor's degree in International Business Management, Business Administration, Management, or related field preferred, MBA is plus.
• Proven experience as an executive assistant, personal assistant, or administrative assistant, preferably in a manufacturing or industrial environment.
• Excellent organizational and time management skills with the ability to multitask and prioritize tasks effectively.
• Strong communication and interpersonal skills, with the ability to interact professionally with individuals at all levels of the organization.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint) and other relevant software applications.
• Attention to detail and high level of accuracy in all work tasks.
• Ability to work independently with minimal supervision.