Personal Assistant

Personal Assistant

LIN SCAN is looking for an experienced Personal Assistant who will be responsible in providing a full range of secretarial and administrative support activities for the CEO, inclusive of highly confidential and sensitive matters.

Key Responsibilities & Authorities

• • Handles electronic mails – read, comprehend and sort emails which need immediate attention and response.
  • Sorted emails to coordinate with CEO; take dictation if necessary and respond electronically as per his advice.
  • Coordinate and/or report all office-related issues to CEO.
  • Delegate task / give instructions to HODs and employees on behalf of the CEO (via email or verbally)
  • Responsible for maintaining corporate confidentiality
  • Responsible to report any malfunctions/ anomalies and irregular activities to Top Management
  • Receiving/Accommodating CEO’s guests/VIPs and/or visitors at all levels.
  • Drafts general correspondence, hand over for review and do corrections/revisions accordingly.
  • Handles and screens incoming calls for the CEO (mobile and land line).
  • Attend incoming internal calls (CEO ‘s office).
  • Attend and respond to queries of HODs and employees (via internal calls or email)
  • Coordinate HR and Accounts related issues to CEO such as approvals for air tickets and hotel reservations and other relevant office issues.
  • Handles petty cash fund (CEO’s Office) liquidation and monitor daily balance
  • Keeps the CEO’s diary schedule – business and personal meetings i.e. medical, bank meetings, etc
  • Take/receive instructions from CEO regarding his personal matters (home, banks, medical and others).
  • Bring Up File Updating and Follow Up.
  • Constant update of database in order to maintain knowledge of all corporate & personal contacts (all contact information for the CEO – business & personal).
  • Indexing/Arranging of files and documents in order for easy identification and traceability Travel Plan Arrangement for CEO (air ticket and hotel reservations and arrangement of meeting schedules abroad delegate this task if necessary).
  • Attend internal meetings; record Minutes of the Meeting, transcribe and submit for review.
  • Initiates corrective action when required.
  • Represent CEO during absence within the delegated capacity.
  • Issue corrective actions once identified and approved.
  • Issue official correspondence on behalf of the CEO when necessary.

Skills/Experience:

• Bachelor Degree graduate (would always be considered as added value)
• +5 years’ experience working with senior management level
• Proficient in using MS office applications.
• Hold traits/ skills of data and info confidentiality and privacy.
• Experience in working with different cultures.
• Attention to Details, Multitasking, Time Management and with good communication skills

Physical and Mental Requirements:

• Lifting and Carrying: Ability to lift and carry up to 50 pounds.
• Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
• Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
• Focus and Multitasking: Ability to maintain focus and multitask effectively.
• Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
• Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.

About PIPECARE Group:

PIPECARE Group offers comprehensive In-Line Inspection Services to identify and size pipeline threats, Utilizing advanced technologies such as Magnetic Flux Leakage, Transverse Field Inspection, Ultrasound, and specialized tools, PIPECARE ensures precise detection and assessment of various pipeline anomalies.