Executive Assistant - Dentsu Aegis Network

We are looking for an Executive Assistant to perform a variety of administrative tasks and support the CEO. The purpose of this role is to provide executive, confidential secretarial and administrative support to a member of the Dentsu global or local executive.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the CEO.

Job Title:

Executive Assistant

Job Description:

Key Responsibilities:

• Provide and lead a full range of highly confidential /administrative support, exercising sensitivity, tact, and diplomacy.
• Act as first point of contact for all queries - screen, redirect and action all incoming matters, following up where required.
• Prepare complex correspondence, reports, presentations, agendas, minutes, etc. using business software applications.
• Receive and direct incoming calls, visitors, mail and e-mail, prioritising communications as appropriate.
• Responsible for maintaining files, records, calendars, and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses.
• Arrange Visa and book local and international flights for CEO, check-in all her flights, ensure all flight details are on her diary on travel dates for her ease of reference.
• Ensure her client snacks are fully stocked.
• Ensure grocery for office staff is ordered monthly as well as keeping up with office supply inventory.
• Manage petty cash.
• Reconcile all CEO’s claims.
• Participate in the development and implementation of administrative standards, policies, and practices.
• Manage CEO’s diary.
• Work with PR/Comms as support for any CEO related PR.
• Prepare canteen and manage office events. Set up and break-down, liaise with supplier work closely with Internal comms, HR and office manager.
• Manage receptionist.
• Manage cleaners and cleaning company contract.
• Manage all building issues and upgrades and all facilities within
• Ensure you do a walkabout bi-weekly to check for any broken items or things that needs to be fixed.
• Build and maintain a good relationship with the building manager.
• Manage all facilities within the office.
• Rack daily expenses and prepare weekly, monthly, or quarterly reports.
• Oversee the performance of other clerical staff.
• Format information for internal and external communication – memos, emails, presentations, reports

Requirements:

• 8+ years of experience
• Microsoft Office 365 Suite
• Travel and Expense Management
• Relationship Management
• Problem Solver
• Active Listener and good spoken communication
• Great Written Communication
• Adaptable