To assist the Southeast Asia, Thailand and Spot Markets General Manager & his or her team, as well as Regional resources based in Dubai, UAE, in all administrative matters and office coordination to provide efficiency and stability to run the operation smoothly for the General Manager.
All the responsibilities we’ll trust you with:
Manage key documents – S&OP presentation & its monthly meeting minute, weekly Country business update, etc. – in designated folder
Collate & Manage all HR related documents and processes – performance setting & review, development card, leave card, engagement survey, fringe benefits, etc. – for GM’s reference
Manage key deadlines for business planning process, esp., as to BP Tool involved in cooperation with Head Coach’s defensive line
Manage & keep updated information on company assets & their depreciation value/period
Manage physical conditions of office environment
Manage various service-providers – telephone, IT, construction/renovation, security, courier, hotels, etc. – to ensure smooth office operations
Manage and keep tracking of office operation budget / actual / variance
Manage & maintain overall office supplies at optimum level
Keep an updated diary for the General Manager including his major travel plans
Fix appointments for in-house and local meetings
Screen calls, invitations and meeting requests
Organize flight details, hotel bookings and travel itinerary
Co-ordinate visa requirements and ensure that travel documents are prepared ahead of time
Set up meetings in the country of destination and co-ordinate properly the agenda
Prepare an updated set of back-up documents including the coordinates of all contacts
Manage key visitors’ overall itinerary – transportation, hotel, etc.
Support the General Manager in submitting expenses following the internal procedures and approval processes
Support in organising SEA meetings when needed
Update the team calendar for SEA team on a regular basis, key RB events, key supported events, travel plans, etc.
Prepare/Enhance Power Point presentations when required
Handle video/telephone conference requirements
Database creation and regular update (e.g. visiting cards, cards mailing lists, etc.)
Send couriers to when needed
General filing, sorting of mails and faxes, renewal of subscriptions
Supports Spot Markets Regional Manager on Consumer Requests coming from her/his market
Supports Spot Markets Regional Manager on Social Media plans (content, planning and analysis)
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