EXECUTIVE ASSISTANT / PROJECT MANAGER

The responsibilities of the role center around project management, including document preparation (drafting, formatting and proofreading), calendar management (both internally and externally, across various geographies and time-zones, sometimes with tight deadline), and data management. On top of this, he/she is expected to support the consultants in expense submission, field incoming calls, event management, etc.

The EA will work closely with colleagues on several projects (6-10) simultaneously, in varied stages, to ensure that the projects are managed to the highest level of standards. 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. The ideal candidate: • Strong project management skill • 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 acceptabl