Personal Assistant/Personal Assistant


Post date :   1/12/2017
 

Core Responsibilities
Provision of Assistance to GM



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Diary Management ie. Meetings, calls & appointments etc.




1

Preparation of fixed schedule meetings, logistics of venue and setup. Meal arrangements if required.


2

Documentation (Taking of minutes) and distribution of relevant information to the Management Team.




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Coordination or various departments/divisions on matters pending review/approval by the GM.


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Assist the GM with the consolidation/preparation of relevant reports for the management team.


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Management all inbound and outbound travel activities for GM/visitors as and when required. This entails arrangements flights, accommodations & other logistical matters.



Vendor Management



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Sourcing and negotiation with vendors for corporate utilities.


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This will include but may not be limited to airlines, hotels, equipment, maintenance, courier & logistics services.


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Said person will also be responsible for the review and renewals/release of all corporate approved vendors.




1

This includes the management and administration of company supplies to prevent shortages in any areas.


2

Appropriate allocations and distributions for supplies are to be planned ahead in a timely manner.



Facilities Administration and Maintenance.



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Administration of facilities related expenses such as rental, utilities and other paid services to facilitate relevant approvals and timely payments.


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Control of facilities access by;




1

Employees


2

Visitors


3

Vendors;


- All individuals visiting/leaving premises are to be given or have access revoked when necessary. This will
include the issuance, collection & replacements of access cards.



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Maintenance & Cleanliness of general office facilities




1

Ensure that all maintenance and cleaning work is carried out on schedule and when required.


- This includes maintenance of washroom & pantry facilities, HVAC (Air Conditioning Systems), plumbing
and water filtration systems.
- Additionally, the cleanliness of general work areas are to be consistently maintained as well.
- Pest control, cleaning & maintenance services are to be engaged regularly to ensure the above issues
are addressed accordingly.

Internal Communications, Printed material & collaterals



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The dissemination of relevant/limited internal communications will fall under the purview of the Personal Assistant as well. This includes the company directory, vendor rates and updates on various policies.


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The supply of critical printed materials and collaterals such as business cards and stationary are to be maintained to ensure continuity of communications in an official capacity.


Ad Hoc Duties



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Matters deemed necessary by the GM may be assigned on an ad hoc basis as and when required.