Acting as the point of contact for Managing Director (“MD”) when he is out of the office.
Maintaining and managing the MD’s calendars (business), including arranging meetings, conference calls, video conferences, together with all associated logistics and rescheduling of meetings when necessary.
Provides a “gatekeeper” role - determine priority of matters of attention for the MD, redirect matters to staff to handle, or handle matters personally, as appropriate.
Establishing itineraries for visiting senior directors in conjunction with them and/or their assistants.
Arranging all travel and logistics including flights, trains, cars, visa and hotel accommodation using existing travel agents as required and work out detailed trip itinerary.
Collate meeting reports so that MD is well-prepared ahead of meetings.
Following up actions arising from meetings on the MD’s behalf.
Co-ordinating monthly reporting for the MD’s accountable regions/segments including preparation of reports, coordination of inputs from stakeholders, and scheduling reviews.
Prepare monthly expense claim for MD and seek approval.
Formatting information/documents for internal and external communication – memos, email, presentations, reports.
Manage information flow by liaising with internal and external parties on various projects and tasks in a timely and accurate manner.
Interface between the MD and team members for any required approvals, signatures, etc.
Organize and maintain various records and documents for MD
Keep the MD advised of time-sensitive and priority issues, ensuring appropriate follow-up
Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Directors as needed.