EA / Office Manager
vor 4 Wochen
Secretarial and Administrative Support to the Director:
- Handles all personal and secretarial matters of the Representative Director
- Organizes and manages Representative Director’s schedule.
- Assists in expense claims and business travel coordination and arrangements (flight, hotel, transportation, meeting schedule, visa application, travel itinerary etc.)
- Assists in drafting of formal correspondences (emails, letters, etc.)
- Handles with cautions and ensures confidentiality of highly sensitive corporate information.
- Registers conference / seminars / workshop for Representative Director.
Provide Secretarial and Administrative Support to other Team Members:
- Deals with incoming e-mails and faxes, distributes to respective person and/or department.
- Liaises with different personnel of all levels (internal and external) on a regular basis in the updating and collation of reports, setting up meetings, scheduling, coordinating activities and communications.
- Provides hospitality and assists guests and visitors in hotel reservation, logistic arrangements and meetings set-up etc.
- Manages the booking of the conference room and small meeting room.
- Provides support and assistance on any ad-hoc projects and assignments when required; for example new office space planning, office renovation work, sourcing of corporate gifts, etc.
- Administers time-keeping for Chapter 8 employees.
- Coordinates the events sponsored or organized by Saudi Aramco and/or Aramco Asia.
- Provides relieve coverage for Admin Assistant.
- Performs general office administration.
A member of APPEC Organizing Committee:
- Coordinates with overseas offices on the meetings schedule with customers.
- Coordinates with the conference organizer, convention manager on the set-up, reservation of hospitality suite.
- Assists and provides support for the top management from head office and international offices, on their hotel reservation, logistic arrangement and meetings schedule.
- Prepares the APPEC folders for all the delegates attending the meetings.
- Makes hotel reservation for delegates.
- Consolidates delegation list with contact info, accommodation and flight info etc.
- Arranges management luncheon with other oil majors.
- Liaises with embassies in Singapore to consolidate and updates the guests list for the APPEC Reception.
- Supports and assists in the coordination of venue, design, program and set-up of the Hospitality Suite and APPEC Reception.
- Provides business office support during the 3-days meetings with customers at the hospitality suites.
- Assists in the APPEC Reception in receiving guests. Ensures the event runs successfully.
- Organizes feedback and get-together dinners for delegates.
- Collates all APPEC Receptions hosted by other companies.
Office Management
- Prepares operating plans for Admin area;
- Ensures a safe, secure and quality office environment for the office by proper selection and management on facilities, office supplies and services;
- Lead the office space proposal, evaluation and selection process; manages the office rental agreement;
- Lead the office renovation project when necessary;
- Manages the office fixed assets, and ensures timely maintenance and repair;
- Manages the company car contract and driver to ensure the satisfactory service are delivered to the management;
- Manages domestic material procurement and services contracting for office within authority;
- Effectively interprets and localize ABS policies to help organizations operate effectively within guideline;
- Make decisions on admin matters and ensure the smooth operation of the office.
HR
- Coordinates HR related activities for office, including staffing, employment contract management, job analysis, performance management, chapter-8 support, training management, etc.
- Oversees payroll calculation for employees;
- Proposes and Organize company activities for the office;
- Ensures that all HR process and procedure are in line with local labor laws and regulations;
- Assist management in manpower needs analysis, propose and arrange staff development program for the department;
IT
- Manages the IT infrastructure and equipment by coordination with IT Department;
- Provides IT support to employees when necessary;
PA
- Supports public relations activities;
- Manages visits of executives from Saudi Aramco and other Aramco Asia office, or vice versa;
- Organizes and manages conferences and forums;
Legal
- Works with Law Dept for legal related affairs for the office;
- Manages the office licenses and ensure they are valid and up-to-date;
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