Personal Assistant

SUMMARY:
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POSITION INFO:

Duties and responsibilities

As a Personal Assistant to the CEO, you will act as the CEO’s first point of contact and provide invaluable assistance across all aspects of the CEO's work. You are also expected to support the General Affairs and administration operations as outlined below:

Personal Assistant to the CEO Managing the CEO's Calendar:

• Plan, coordinate, and keep track of the CEO's schedule to ensure that all appointments and meetings are timely and effectively organized.
• Coordinate and prioritize meeting requests, ensuring appropriate preparation and follow-up.
• Serve as a gatekeeper, balancing access to the CEO’s time by assessing urgency and relevance.
• Liaise with internal teams, counterparts in TOK Head Quarter, EMEA Chief Regional Officer, external partners, and key stakeholders to schedule meetings that align with strategic priorities.
• Communicate with the security manager and regularly update the CEO’s calendar for allocation of EPOs.

Administrative Tasks related to the CEO:

• Attend to all necessary administrative duties, including document preparation for the CEO.
• Arrange electronic and manual signatures whenever CEO’s approval is required.

Liaison with internal and external stakeholders:

• Act as a liaison between the CEO and other members of the organization, clients, and other stakeholders - managing communications and handling enquiries.

Travel Arrangements and Liquidation:

• Organize all aspects of the CEO's business travel, including booking flights, visa arrangements, ground transportation, accommodations, and creating travel itineraries.
• Account for all travel expenses and handle the reconciliation and liquidation process for corporate card payments.

Support for General Affairs and AdministrationEntertainment Planning:

• In collaboration with General Manager of GAI ( General Affairs and IT), arrange any corporate entertainment of the CEO and clients at restaurants and Company house, including overseeing the guest list, menu, and event schedule.
• Keep database of restaurants and handle entertainment application and liquidation timeously in accordance with the company’s rules.
• Assist HR department with office functions and teambuilding events

Support for security, General Affairs (GA) and Administration operations:

• Collaborate with the security manager and GM of GAI department with scheduling and route planning of the CEO's Executive Protection Officers ( EPO) to ensure that all transport and safety needs are met efficiently.
• Liaise with the security manager and regularly update the CEO’s calendar for assignment of EPOs.
• Liaise with GA manager and handle business entertainments at the company house including management of catering services
• Closely work with GA manager on matters relating to the administration of company house
• In charge of ordering and dispatching calendars and publications from Tokyo HQ
• In charge of the company’s golf membership contracts and bookings
• Provide all the necessary support to the Departmental Assistants, take leading role and coordinate major organizational events (e.g. executive visits to South Africa)
• Work with Manager of GA and assist with maintenance and cleanliness of the office and facilities

The position will be responsible for other tasks as may be directed by the CEO and General Manager of the General Affairs Department.