We are seeking a highly organized and efficient Personal Assistant to support our Managing Director (MD) and Chief Operating Officer (COO). The ideal candidate will be proactive, detail-oriented, and able to manage a variety of tasks to ensure the smooth operation of the executive team's schedules.
1. Calendar and Travel Management:
· Schedule and coordinate meetings, appointments, and events for the MD/COO.
· Plan and coordinate travel arrangements for the MD/COO and other company representatives.
· Manage hotel accommodations for business trips for the entire company, ensuring preferences and requirements are met.
· Coordinate hotel reservations, cancellations, and changes as needed.
· Arrange flights, ground transportation, and other logistics.
2. Communication and Documentation:
· Act as a liaison between the MD/COO and internal/external stakeholders.
· Handle incoming calls, emails, and correspondence on behalf of the executives, ensuring timely responses.
· Organize and maintain confidential files and documents for the executives.
· Prepare and edit reports, presentations, and other materials as required.
3. Meeting and Event Coordination:
· Assist in preparing agendas, documents, and materials for meetings.
· Attend meetings as required, take minutes, and follow up on action items.
· Prepare PowerPoint slides for MD/COO presentations, ensuring a professional and polished appearance.
· Help out in supporting company events, such as Dinner and Dance (D&D), by coordinating logistics and providing assistance as needed.
4. Expense and Time Management:
· Manage and reconcile expense reports for the MD/COO in a timely manner.
· Handle correspondence and assignments independently and professionally, meeting tight deadlines and schedules.
5. Specialized Tasks:
· Assist in arranging production tours and food tastings for customers.
· Liaise with brand managers, in-house chef, production manager, and other relevant parties to ensure smooth execution.
· Assist in arranging in-house lunches for MD’s guests.
Qualifications
· Proven experience as a Personal Assistant or Executive Assistant.
· Excellent organizational and time-management skills.
· Strong written and verbal communication skills.
· Proficient in Microsoft Office Suite and scheduling tools.
· Experience in creating professional PowerPoint presentations.
· Discretion and confidentiality in handling sensitive information.
· Ability to work independently and collaborate effectively within a team.
· Flexibility to adapt to changing priorities and schedules.
· Preferably process at least Diploma in any field
