Executive Assistant to the MD/Head of Sales at Proten

Job Description

This role provides general administrative support to the Head of Sales/MD's day-to-day activities, such as meeting scheduling, travel arrangements, expense reporting, calendar management, taking and distributing meeting minutes, copying, screening mail, ordering supplies, and maintaining department records. This position serves both the regional and corporate marketing teams.

Responsibilities

• Set up meetings and conferences.
• Organizing and maintaining diaries and making appointments.
• Travel plans in collaboration with the Administration Department, as well as assistance with travel expenses.
• Dealing with correspondence and writing letters
• Dealing with incoming emails, faxes, and posts
• Producing documents, briefing papers, reports, and presentations
• Maintaining hard copies and electronic filing system
• Establish to-do reports and to-do lists and follow up
• Assist with the administrative responsibilities of Sales and events, such as assisting at events, going on-site visits, printing programs, picking up supplies, and so on; may necessitate working outside of usual office hours.
• Anticipates HoDS’ needs and provides answers, solutions, and options to ensure those needs are met
• Responds to changes with a level of urgency and professionalism.
• Participate in the establishment of quotations and tenders
• Itinerary management for MD family and business trips
• Observe and report every customer's requirements and complaints
• Support the HoS in Sales Performance tracking and measurements with Salesforce (i.e. creating dashboards, reports, etc.) and coordinate with Finance and Sales Controlling for the KPIs of the department
• Manage local customer service week activities

Qualifications

Job Skills and Qualification

• Good analytical, organizational, and communication skills
• A bachelor's degree in business or management from an accredited university is required.
• 4-6 years of relevant experience in a large organization
• Strong background in finance and controlling
• Secretarial skills & IT basic applications: MS Office, Internet, e-mail, etc.
• Good Team player
• Excellent Communication skills
• Extreme Confidentiality