Ogilvy

Executive Assistant

Posted Date 2 weeks ago(21/09/2022 4:01 AM)
Job ID
2022-12727
# of Openings
1
Department
Administrative

Overview

We ae looking for an Executive Assistant who is pro-active, energetic, attention to detail and organized.  A person who has a can-do attitude and creative in finding solutions.  The person will be serving our regional management executives and needs to be discreet.  The need for being inclusive and adaptable to multi-cultural and/or diverse leaders is a must.  

Responsibilities

The key tasks of this role are:

 

  1. Manage diary – check on important meeting invites in the diary and pre-empt Managers well in advance and Book necessary meeting rooms and venue.
  2. Organize internal/external/client calls with multiple time zones via Zoom or Microsoft teams
  3. Follow up and Consolidate deck/files from markets and download to save them (usually heavy files …)
  4. Timesheets submission on weekly basis in Maconomy
  5. Expenses/claims submission in Maconomy
  6. Vendor Set-up/creation in Maconomy
  7. Assist in coordinating conference/training virtual/in person events
  8. Help align PPT slides/Keynote/Excel/Word document as and when needed
  9. Follow-up on travel matters with airlines/travel agent/embassy/immigration
  10. Support the Regional Teams as and when required

Qualifications

Personal Attributes:


• Proactive dynamic self starter with ability to use initiative.
• Patience is key, as we are in a fast moving environment and things change all the time.
• A fast worker who is meticulous and accurate; agile, systematic and resourceful.
• Good MS Office computer skills
• Ability to work with staff at all levels
• Excellent communications skills.
• Resourceful in managing competing priorities and able to handle tight deadlines.
• Good judgment and handle information in a professional manner.
• At least 8 years of working experience in the related field, worked in a multinational company
• Able to start work immediately or in short notice is a plus

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