Executive Assistant, Chief Implementation Officer’s Office

JOB PURPOSE

The Executive Assistant, Chief Implementation Officer's Office will be experienced in handling a wide range of administrative and executive support-related tasks. This person must be exceedingly well organized, highly flexible and enjoy challenges. This role is challenging but will provide a wide variety of experiences. The Chief Implementation Officer (CIO) highly values proactiveness and is looking for someone eager to learn and take on ever increasing responsibility. It is an exciting role, and no day is the same. The successful candidate will enjoy both engaging in high-level relationships one minute and getting the details right the next. Diligence, optimism, and a sense of integrity and confidentiality towards work are essential. With the CIO working most of her/his time with different time zones either out of Malaysia or while traveling, the Executive Assistant provides flexible secretarial and management support.

ACCOUNTABILITIES / KEY RESPONSIBILITIES

General:

1. Assist primarily the CIO with organizational, financial and personal administration on a daily basis.
2. Assist Director of Policy Programs & Implementation (PPI) related to schedules and reports to be submitted to CIO.
3. Coordinate travel arrangements including scheduling and purchasing tickets for CIO and key guests as directed by the CIO. To assist in visa application, booking complicated flights and accommodation for the CIO and arrange local transportation when necessary.
4. Coordinate travel arrangements including ticket and accommodation reservation for Director of PPI.
5. To support the Travel team as directed by the Manager of ELT Offices when necessary (note: all executive assistance and regional office administrators have a secondary function on Travel Administration, as well as back-up support to Travel Team).
6. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
7. Lead and/or facilitate ad-hoc or short-term projects and initiatives as requested by the CIO.
8. Assist the CIO with all other related assigned tasks.
9. Travel in specific cases, if needed.

Communications:

1. Communicate and handle incoming and outgoing electronic communications on behalf of the CIO.
2. Follow up on responses to requests and emails to/from the CIO.
3. Greet visitors graciously and in a professional manner, create a good personal image through a professional appearance and a positive, cheerful attitude.
4. Answer phone calls in a pleasant, helpful and professional manner, direct all incoming calls to appropriate personnel promptly and efficiently, accurately recording messages and reliably passing messages to recipient in a timely manner.
5. Maintain and present the dashboards and other reports in a timely manner (if any).

Scheduling:

1. Work with the CIO to manage her/his calendar and schedule (meetings, conferences, regional office visits) including coordinating CIO's global and domestic travel itineraries.
2. Organize all other meetings to be attended by the CIO, including staff meetings, coffee sessions, and virtual meeting as well as ensuring connection and set-up is prepared in advance for virtual meetings.
3. Ensures that key dates and events are highlighted to the CIO ahead of time.

Meetings:

1. Prepare materials, packets and presentations for CIO's meetings, Executive Leadership Team and Management Team meetings, and all-staff meetings, if any
2. Organize the logistics for internal meetings.
3. Coordinate and distribute notes at management meetings as requested.
4. Record and prepare minutes or notes of meetings for the CIO as requested.
5. Organize and arrange venues for all other meetings requested by the CIO.

Record and Documentation:

1. Maintain records of decisions and ensure action items are clearly recorded for the CIO.
2. Organize documents for signatures of CIO and members of executive staff related to relevant projects.
3. Maintain records of correspondence received in the CIO's Office.
4. Keep accurate records and files at all times and as appropriate.
5. Update and maintain database of executive key contacts.
6. Manage tools for supervision of ongoing activities together with Manager, ELT Offices & Travel Administration (e.g. communication calendar, events with AFI participation, etc.).
7. Ensure compliance to office protocol and document retention.

Additional Assignments:

1. Conduct research to find needed information, using various sources, including the Internet but must ensure information is verified for accuracy.
2. Manage CIO's expense claims.
3. Ensure the CIO's office is always clean and tidy.
4. Monitor CIO Office's direct report whereabouts such as business travel, annual leave, flexi day, sick leave, compassionate leave and to be shared with the Manager of ELT Officers and CIO on a weekly basis.
5. Assist with special projects and reports as required by the CIO.
6. Support AFI Event Management in specific cases as identified by the CIO in consultation with the Executive Leadership Team.

QUALIFICATIONS & EXPERIENCE REQUIRED

• Preferably bachelor's degree in any relevant field/disciplines, but minimum acceptable qualification is diploma.
• Minimum 5 years work experience in administrative and personal assistant roles at the executive level.
• Have a proven ability to exercise good judgment in recognizing the scope of authority.

COMPETENCIES / SKILLS

• Excellent attention to detail, accuracy and quality.
• Excellent written and verbal English communication skills.
• Ability to maintain calendars and schedule appointments.
• Ability to compose and edit written materials, translation experience is a plus.
• Able to manage multiple projects and responsibilities at once; ability to meet deadlines.
• Proficiency with MS Office Suite, especially Word, Excel and PowerPoint.
• Experience scheduling complex travel arrangements for management, including visa application.
• Ability to work easily and effectively with a wide range of people
• Ability to be flexible and exercise sound judgment.
• Ability to work flexible hours and weekends as needed.
• Possesses time/organization/stress management skills.
• A responsible attitude to all aspects of the work and able to demonstrate solid work ethics.
• Hospitable towards guests and staff alike.
• Passion and personal interest in people and providing assistance.
• Holds a positive and outgoing perspective on life.
• Be friendly and personable while managing heavy communications and calendar scheduling (requiring interaction with both internal and external executives and officers, as well as consultants, clients, co-workers and the public) to coordinate various complex meetings.
• Respect the need for confidentiality and sensitivity of information.

KEY CHALLENGES

1. At times, the incumbent may have to work in different time zones as the CIO will be travelling across the globe.
2. Multiple tasks will run concurrently which are time-sensitive, demanding and of strategic priority to CIO.

Interested candidates are invited to apply together with the latest CV and cover letter in English.