Overall job:
The general area of responsibility is the in-office management of SAIGON VAN INT’L RELOCATIONS and to give the secretarial support to its Director.
Overview of the job:
The position of PA to director is both a demanding and rewarding one. We require a competent and highly organized individual with exceptional foresight and a fairly high stress tolerance. The PA is responsible for the maintenance of daily routine in both professional and private circles for the director. We desire a pro-active individual that will be able to respond quickly and positively to all manner of situations with poise and quiet efficiency. We expect the PA to be observant and to eventually learn to anticipate our needs. This position will come with a great deal of responsibility and trust.
The below mentioned tasks are most but not limited to the overall job.
Administration:
- Keeping of an efficient and easy to use filing system in hard and soft copy
- Oversee the use of the corporate identity
- Arranging the upkeep and cleanliness of the office
- Make sure that all electrical appliances (except the server + fridge) are off when leaving the office.
Communication:
- Agenda keeping and making of travel arrangements for incoming and outgoing trips in a cost efficient way
- Phone answering within 3 rings with courtesy and full company name
- Organizing business meetings and appointments
- Organizing travel arrangements
- Organizing diaries, agendas
- Fielding calls
- Researching and presenting information
- Prepare reporting on other departments
- General correspondence
- Prepare and check contractual agreements with clientele
- Typing up minutes
- Manage all incoming and outgoing correspondence, i.e., sort and read mail, draft responses, maintain network database, receive and send overnight packages when required.
Association:
- Speak with our clientele internal and external
- Information sharing with Le Move (UTS), FIDI Focus accordingly
- Update website and clientele with reporting, internal and external activities
Confidentiality
- A confidentiality agreement shall be made and signed
- Non conflict of interests clause will be made and signed
Working hours:
- Working hours are 09:00-18:00 with a one hour lunch break
- Depending on the workload sometimes work outside these hours if needed and is not considered overtime
- Saturdays, Sundays and evenings after 20:00 will only be requested to work in these hours for promotional activities or other extraordinary circumstances on a case to case basis
Notes:
- SAIGON VAN likes to be fair in its decisions and is always open to reasonable proposals for chances