Executive Assistant
Eurostar Group
Total years of experience :14 years, 0 Months
Job Role: Administration
1. Inbox Management - Managing the Chairman’s emails and responding where necessary
Managing the recruitment inbox and general enquiries inbox
2. Diary Management - Planning extensive and sometimes conflicting appointments, juggling complex schedules.
Prioritizing time to achieve strategic goals.
3. Meeting and greeting visitors, including VIPs and Directors
4. Receiving telephone calls, re-directing or taking messages and using initiative to deal with queries
Organizing Meetings - Room bookings, conference and video calls, equipment and IT Liasoning for the same, arranging refreshments
5. Board Meetings - Taking minutes and tracking the completion of action points raised.
Scheduling, compiling Board packs and organizing attendees.
Preparing and / or co-ordinating correspondence, reports, spread sheets, briefing papers and presentations for meetings / conferences.
6. Handling Postal / Courier correspondence
7. Bank Statements and payment follow ups with Accounts team
8. Ensuring membership cards are updated - E-gate, Skywards, IDs, MMI license, credit cards, etc.
9. Liaise with internal and external departments and regional offices on various business issues.
10. Work closely with Finance, HR, Chairman’s office and other relevant departments on business matters.
11. Organize, update and maintain physical files and e-files in an orderly manner.
12. Travel coordination - Frequently arrange complex travel itineraries -both international and domestic - in UK, USA, Middle East and Asia.
Includes liaising with the various embassies for obtaining necessary Visas, Flight bookings, Transport, Hotel accommodation, Foreign Currency, Trip Schedules, Travel Check-Lists.
13. HR - Authorizing and tracking team holidays and arranging performance reviews.
14. Working closely with the PR team in coordinating press releases, interviews with publications and social media
15. Update Telephone contacts and business card information
16. Finance - Maintain Petty Cash and personal expenses and credit card expenses
17. Maintaining Corporate and Personal Party Lists as required
18. Maintain database for sending out email greetings - Diwali, Eid, New Year
19. Office Management - office supplies, general queries, pantry supplies, liaison with IT providers, etc.
20. Event planning and management - organizing corporate parties and events, catering, follow up for RSVPs on a guest list.
1. Inbox Management - Managing the Chairman’s emails and responding where necessary
Managing the recruitment inbox and general enquiries inbox
2. Diary Management - Planning extensive and sometimes conflicting appointments, juggling complex schedules.
Prioritizing time to achieve strategic goals.
3. Meeting and greeting visitors, including VIPs and Directors
4. Receiving telephone calls, re-directing or taking messages and using initiative to deal with queries
Organizing Meetings - Room bookings, conference and video calls, equipment and IT Liasoning for the same, arranging refreshments
5. Board Meetings - Taking minutes and tracking the completion of action points raised.
Scheduling, compiling Board packs and organizing attendees.
Preparing and / or co-ordinating correspondence, reports, spread sheets, briefing papers and presentations for meetings / conferences.
6. Handling Postal / Courier correspondence
7. Bank Statements and payment follow ups with Accounts team
8. Ensuring membership cards are updated - E-gate, Skywards, IDs, MMI license, credit cards, etc.
9. Liaise with internal and external departments and regional offices on various business issues.
10. Work closely with Finance, HR, Chairman’s office and other relevant departments on business matters.
11. Organize, update and maintain physical files and e-files in an orderly manner.
12. Travel coordination - Frequently arrange complex travel itineraries -both international and domestic - in UK, USA, Middle East and Asia.
Includes liaising with the various embassies for obtaining necessary Visas, Flight bookings, Transport, Hotel accommodation, Foreign Currency, Trip Schedules, Travel Check-Lists.
13. HR - Authorizing and tracking team holidays and arranging performance reviews.
14. Working closely with the PR team in coordinating press releases, interviews with publications and social media
15. Update Telephone contacts and business card information
16. Finance - Maintain Petty Cash and personal expenses and credit card expenses
17. Maintaining Corporate and Personal Party Lists as required
18. Maintain database for sending out email greetings - Diwali, Eid, New Year
19. Office Management - office supplies, general queries, pantry supplies, liaison with IT providers, etc.
20. Event planning and management - organizing corporate parties and events, catering, follow up for RSVPs on a guest list.
Secretarial skills - same as job profile at Landmark Group
Secretarial duties as listed above
Secretarial duties as listed above
Not applicable