Executive Assistant to GM / HR & Admin In Charge
Fit-Out Company
Total years of experience :14 years, 6 Months
Provide administrative support for the General Manager and other company executives. Answer phone calls intended for the GM, file and manage paperwork, mail letters and purchase office supplies. More often coordinate meetings, prepare reports and other confidential materials, arrange travel, manage expenses and train other support staff. Sometimes authorized to make business office decisions in the absence of the General Manager.
Supports the Estimation Department in preparing tender documents and company pre-qualification documents.
Performs Document Control duties and assists the HR Department from time to time.
My main duties and responsibilities are but not limited to the following:
Give impeccable support to the COO and to Project's Department.
Reads, monitors and responds to COO's emails as instructed.
Answer calls, handles queries and prepare correspondences on behalf of the COO.
Liaising with Head of Departments, Staffs, Contractors etc.
Book meetings, Organize travel arrangements and travel itineraries as appropriate.
Submit and monitor project documents using ACONEX and BIW.
Responsible for the set-up, maintenance and updating of all documents and document register related to the projects department.
Responsible for the coordination among the different departments within the company, and ensuring that all documents are kept in the appropriate place and filed in the appropriate departmental archive for easy access and retrieval.
I am also involved in the preparation of the documents needed for the company's tender submissions.
It is also my duty to submit paperwork on time and validate any information contained in the document, as well as to ensure that the document and any other files submitted with it are approved by the appropriate superiors.
Give impeccable secretarial support to the COO of the company
ensuring that all issues and matters of the different departments are being addressed to accordingly by the COO through proper coordination.