Executive Assistant

  • Work LocationMyanmar
  • Work ScheduleOffice Hour
  • Work Duration2 Years contract with exxtension
  • Estimated Mob Date2019/2/1
  • Candidate NationalityBurmese

Job Description

Main Accountabilities and Responsibilities: Managing Director: • Manage MD administration activities such as timesheet, expense reimbursements, business travel arrangements involving air ticket, accommodation and transportation reservation in line with the company procedure and other required activities • Manage MD agenda such meetings and business appointments • Maintain the updated address book as well as external contact information • Manage the registration and administration of all incoming and outgoing correspondence • Drafting general/short letters, MEMO, faxes, minutes of meeting, translation of incoming/outgoing correspondence, presentation materials where required and periodic management reports • Ensure the timely management of MD signature on company documentation • Support MD in setting up meetings / events with Public Officials Company staff: • Maintain the updated personnel leave schedule • Provide assistance in required activities by other departments such as filling, presentation material, scanning of documents, meeting arrangements, general correspondence, binding of documents, etc. • Keep track of stationary supply and coordinate with HRGS to place the required order • Keep track of office refreshments and coordinate with HRGS to place the required order • Ensure full adherence to the Company’s Health, Safety and Environmental policies, procedures and standards • Ensure confidentiality of department communications and company information are maintained; also respect the privacy of sensitive personnel data. • Support other line managers in internal administrative process • Company Cost Control: Monitor and record the actual costs and Cost Breakdown Structure updating according to existing cost estimates. • Manage invoice registration Receptionist: • Manage incoming calls and collect the required messages when the respective personnel is not available • Coordinate with the respective personnel who are authorized for Liaising-Interfacing with Government Agencies-Public Officials for Eni Myanmar • Manage incoming and outgoing correspondences such as letters, faxes, etc • Manage internal and external visitors including to maintain an updated visitor’s log book • Provide escort for the visitors to the respective personnel • Coordinate with HRGS for the visitor access and any required arrangements • Handle the meeting room management including to ensure the meeting room is in order (tidiness) for use Health, Safety and Environment (HSE): • Support in the liaison and engagement for CSR matters • Comply with rules and standards described in Company Policies, HSE Integrated Management System and Procedures • Report all incidents • Motivate staff and colleagues to comply with HSE rules and standards • Participate in HSE related initiatives