NEED URGENT : EXECUTIVE ASSISTANT FOR COUNTRY MANAGER; December 2011 |

ENGINEERING JOBS

We are an international Group of companies specialized in Project Management, Engineering and Consultancy Services for the Oil & Gas, Petrochemicals, Energy and Process Industries. The Group is engaged in a number of business ventures throughout Asia and Middle East. The regional office located in Kuala Lumpur (Malaysia) coordinates the activities and provides management, technical, operational and commercial support to the various business units.

 

EXECUTIVE ASSISTANT FOR COUNTRY MANAGER

JOB PURPOSE

·         To organize and optimize the Area Regional Manager’s (ARM) work schedule and assist him in all day to day activities

·         To organize and control all company administration

·         To assist in the company general affairs in Indonesia

·         To execute all secretarial duties as required

 

PRINCIPAL ACCOUNTABILITIES

·         To assist the ARM in a fast and effective manner

·         To organize and manage all administration activities of the company

·         To organize and maintain all company corporate documents

·         To organize and maintain all company business agreements

·         To set up and maintain an effective information database and filing system for all company data and documents and ensure immediate access of all required information

·         To execute all secretarial duties in a very accurate and timely manner (placing phone calls, typing letters and faxes, preparation of tenders and presentation documents, dispatching of mail, filing, etc.)

·         To manage, organize and file in-coming / out-going correspondence (letters, faxes, e:mails, proposals, invoices, etc…)

·         To maintain and update the company Quality Management System and records

·         To organize business travel and appointment schedules in the most direct and time effective manner

·         To control the work of the Company Office & Dispatch Clerk

 

MAJOR TASKS

·         Keeps informed of all on-going company activities and provide effective assistance to the ARM as and when required

·         Relays information to the relevant Managers while the ARM is outstation and coordinates actions

·         Establishes high level of communications with clients, partners, suppliers to ensure immediate access

·         Organizes the logistics of business trips (appointments, travel, accommodation etc) as required

·         Updates and maintains the clients and business relations database

·         Organizes and maintains an effective filing system of all required data and documents

·         Customizes and organizes the company management system, forms and records

·         Prepares and updates all company presentation documents

·         Organizes and maintains stocks of brochures, documents, stationery, etc.

·         Assists in the preparation of tender documents

·         Controls and files all corporate documents, contracts, business agreements

·         Prepares Boards and Shareholders resolutions

·         Liaise with Company Secretary in Indonesia as required

·         Receives incoming calls, answers, takes messages, or dispatches as required

·         Receives incoming correspondence, dispatches and files as required

·         Controls all outgoing correspondence, follows-up and files

·         Manages and files e:mails

·         Issues and follow-up orders to suppliers

·         Follows-up actions from Visit Reports, Minutes of Meetings, etc.

·         Controls petty cash and advances

·         Organizes company functions. Assists in the preparation of exhibitions, client seminars etc.

·         Attends meetings, prepares minutes and dispatches

·         Prepares application for business licenses, and follow up with government authorities

 

JOB REQUIREMENTS

·         Degree in Business Administration or similar

·         Minimal 5 years experience of similar functions in an international environment, preferably in the service industry, working with expatriates

·         Maturity and self-confidence

·         Loyalty, dedication, honesty, sense of confidentiality

·         High level of organization

·         High sense of responsibility

·         Very good communication and interpersonal skills

·         Full command of office computer software (Windows, Microsoft office)

·         Understanding of Quality Assurance

·         Full command of written and spoken English

·         Available and willing to work long and flexible hours

·         Capability to work fast and accurately, under pressure

·         Sound judgment and decision making capability

·         Natural authority. Ability to represent

·         If possible some knowledge of French to facilitate communications with clients

Please send your CV with your EXPECTED Salary to : ipp.jka@aramis-gr.com SUBJECT : EA - Applicant's Name

·          Understanding of Company Secretarial Duties