Job description for Personal Assistant to Director at PT InBody Global Healthcare
Key Responsibilities
1. Schedule Management: Maintain the director's calendar, including scheduling and coordinating meetings, appointments, and events. This involves ensuring that the director's time is organized efficiently and that they are well-prepared for each engagement.
2. Communication Management: Act as the primary point of contact for the director, screening and prioritizing phone calls, emails, and other correspondence. Draft and respond to messages on behalf of the director when necessary, maintaining professionalism and confidentiality.
3. Travel Arrangements: Make travel arrangements for the director, including booking flights, hotels, transportation, and any other accommodations needed for business trips or personal travel. Coordinate travel itineraries and ensure that all arrangements align with the director's preferences and schedule.
4. Meeting Coordination: Organize and coordinate meetings, both internal and external, including scheduling, sending out invitations, preparing agendas, and arranging necessary resources such as meeting rooms, audio visual equipment, and catering if applicable.
5. Document Management: Assist with document preparation and management, including drafting and formatting reports, presentations, memos, and other materials as requested by the director. Maintain organized files and ensure that important documents are readily accessible when needed.
6. Administrative Support: Provide general administrative support to the director, such as managing expenses, processing invoices, maintaining office supplies, and handling other day-to-day tasks to ensure the smooth operation of the director's office.
7. Project Assistance: Assist the director with various projects and initiatives, which may involve conducting research, gathering information, preparing materials, and providing logistical support as needed to help facilitate project completion.
8. Confidentiality and Discretion: Exercise discretion and maintain confidentiality regarding sensitive information and discussions, as personal assistants often have access to confidential or proprietary information related to the director's work and personal affairs.
9. Relationship Management: Build and maintain positive relationships with internal party such as driver, maid, chef and external party including colleagues, clients, vendors, and other business contacts, representing the director professionally and effectively in all interactions.
10. Flexibility and Adaptability: Be flexible and adaptable to changing priorities and demands, as the role of a personal assistant often requires the ability to multitask, prioritize effectively, and handle unexpected challenges with poise and efficiency.
• Involved in operational activities such as field visits, direct interrogation to obtain actual and reliable information
• Analyse situations, conditions and data and provide conclusions to make it easier for directors to make decisions
• Provide adequate/easy to review reports by the Board of Directors
• Able to coordinate with various levels of positions as liaison officer (internal and external), if needed
Requirements
• Minimum education: Diploma or Bachelor’s degree (any major)
• Minimum 2–year experience as a Personal Assistant, Executive Assistant, or similar role
• Must be fluent in English (spoken and written)
• Strong organizational skills with high attention to detail
• Strong time management skill is essential for coordinating schedules and tasks efficiently.
• Strong problem-solving skills
• Self-motivated and self-starter/initiative
• Strong communication and coordination skills
• Multitasking skill: The ability to handle multiple tasks and priorities simultaneously is crucial.
• Detail-oriented, responsive, and able to handle administrative tasks efficiently
• Trustworthy, professional, and able to maintain confidentiality
