Executive Assistant

Job description

We are seeking a dynamic, driven, and organized Executive Assistant (EA) to support the VP of Quality. In this role, you will be trusted to work with the highest level of confidentiality, understanding the needs of the Executives while carefully balancing relationship building across the business. You will need to be organized and innovative, while thriving in a fast-paced environment. You must have a can-do attitude and be willing to pitch in and help others to execute effectively and efficiently.

You will need to have strong attention to detail and the ability to manage competing priorities. Strong written and verbal communication skills and the ability to maintain the utmost level of professionalism are required. The ability to take initiative and to work both independently and as part of a team is vital. Supporting Executives for a company spread across the globe, at times you will need to be flexible with working hours, and self-time management will be necessary.

ESSENTIAL DUTIES

AND RESPONSIBILITIES: Calendar Management: Ensure the Executive’s time is well organized and used to best support the goals of the VP of Quality and the broader company.

Meeting Planning and Organization

Support planning and organizing of internal and external meetings, team offsites, country visits, and other meetings. Coordinate and arrange meetings/events for top management & directors.

General Enquiries

Act as the source for enquiries and refer routine matters to appropriate parties. Draft general correspondence and replies.

Tool Management

Manage expense reports, SOW’s and PO’s, and become savvy with WD’s internal tools such as M365, Copilot, etc.

Briefing Documents

Manage briefing documents for key internal/external meetings and create briefing packets for business trips.

Projects

Work on special projects, as needed.

Travel

Manage Executive travel needs, including planning optimum travel arrangements Arrange flights and travel arrangements for the company, and hotel & limo reservations for visitors to Penang when necessary. Oversee all overseas travel arrangements for WDMO employees. Negotiate and review with airlines, travel, car, and hotel agencies for best rates.

Community

Build the necessary communities to further drive your own development, and to support your peers across the business. Ensure the plant organization charts are updated on a monthly basis.

AD HOC TASKS

Organize ad hoc functions for the management team. Organize itineraries for visiting VPs. Provide secretarial support to Directors as and when needed.

Qualifications

REQUIRED

1-3 years of experience supporting Vice Presidents (or equivalent) of a large company. Working experience as a Secretary in the manufacturing industry. Private Secretarial Certificate/Diploma in Secretarial Studies/Institute of Chartered Secretaries and Administrators (ICSA) will be an advantage.

Highly organized, resourceful, and detail-oriented

• Ability to prioritize and manage multiple tasks at the same time
• Strong technical Aptitude and IT capabilities Tech-savvy, with the ability to leverage AI tools to improve productivity and work efficiency.

Preferred

• Excellent written and oral communication skills
• Excellent time management skills
• Must be a team player, able to work across multiple different teams
• Ability to carefully manage the time of the Executive Skills : Advanced knowledge of desktop computer applications such as Outlook, Word, Excel, PowerPoint, OneDrive, and SharePoint.

Knowledge of local and international travel portfolios. Shows initiative and possesses a pleasant and friendly personality at all times