Executive Assistant / Project Manager

Each project takes an average of 4-6 month and some take longer. The EA will serve as a liaison between clients / candidates and is a representative of the firm, hence he/she must maintain the utmost level of professionalism and confidentiality.

Responsibilities:

• Manage projects and external activities through the global database / information systems (the systems usage is as important and as regular as checking/answering emails) and ensure information is uploaded and updated. Regularly keep track of assignment progress and proactively work with colleagues to prepare for the next step in the different processes.
• Serve as client liaison.
• Arrange all scheduling, i.e. candidate interviews, phone calls, face-to-face meetings, video calls, client meetings, update calls and reference calls as appropriate.
• Manage executive and candidate travel schedules, provide assistance in travel arrangements.
• Prioritize and handle complex, confidential matters and assuring discreet handling of all corporate business. Take initiative in executive’s absence to minimize effect of his/her absence.
• Screen individual consultant’s telephone lines, as well as answer “overflow” calls.
• Build positive relationships and interfaces with high-level executive candidates (Fortune 500 level client executives & candidates) and their assistants.
• Work with Expert team on projects from start to finish to ensure smooth process and completion.
• Ensure that all outgoing documents including general correspondence, reports, proposals, presentations and miscellaneous documents are of high quality and produced on time.
• Process expense claims for consultants and candidates.
• Assist accounting department with invoicing to clients.
• Assist other Executive Assistants with work overflow as and when capacity allows.
• Undertake ad hoc projects as requested. Assume ownership or shared responsibility for planning, organizing and executing the projects.

Requirements:

• Project management skill is required
• Strong oral and written communication skills
• High learning agility (particularly usage of database/information systems)
• Comfortable working in face-paced environments, and not afraid of challenges
• Possesses a can-do attitude and problem-solving mindset but not afraid to ask for help
• Assertive and yet diplomatic
• Meticulous and yet have the big-picture view
• Strong MS office skills
• Highly collaborative
• Willingness to help and go above and beyond
• Maintain a positive attitude at all time
• Some secretarial experience (8-year) is accept