Personal Assistant to CEO

at MAS Fabrics Matrix

Personal Assistant to CEO

Accountabilities: 
You will be responsible to provide secretarial and administrative support to the Chief Executive Officer / corporate office in a confidential manner, in order to facilitate day to day functions effectively. 

Your responsibilities include: 

• Perform all secretarial duties such as the following in order to assist the functions of the CEO:
  - Attend to all routine/non routine correspondence independently
  - Handling e-mail correspondence in confidence
  - Maintaining the planner (MS Outlook) whilst keeping close track of appointment schedule
  - Manage all confidential correspondence and files including files such as those pertaining to Customer agreements, feasibility studies etc.
  - Preparation of presentations, booklets etc. at the request of the CEO|
  - Scheduling of all meetings and making minutes of meetings
  - Scheduling of overseas appointments
  - Maintaining a user friendly filing system
   
• Attend to travel arrangements/ Visas of CEO and Management Team in order to ensure timely and economical travel:
  - Overseas travel arrangements ensuring the most effective and efficient routing
  - Visa matters by close liaison with travel agents / Embassies
  - Arranging of overseas hotel reservations and transport
  - Obtaining travellers cheques and travel insurance
  - Obtaining air tickets etc.
  - Preparation of a comprehensive itinerary and circulation of copies of same to CEC member ahead of travel, as appropriate
   
• Prepare following duties in order to facilitate the administrative operations effectively:
  - Letter of Appointments
  - Promotion letters
  - Secondments
  - Distribution of Salary Slips of Managers
   
• Co-ordinate the recruitment of expatriate staff and arrange work permits in order to fulfil requirements
• Co-ordinate with overseas recruitment agencies to schedule interviews both overseas and in Sri Lanka
• On confirmation of employment contract, arrange appropriate housing accommodation
• Liaison with agents/house owners in order follow up agreements
• Handle all travel arrangements for their vacation back home
• Work closely with the BOI/Department of Immigration in order to obtain approval regarding landing rights and work permits and closely monitor expiration date of permits so that timely extensions could be made, if required
• During buyers/suppliers visits, handle hotel reservations, transport requirements, meals etc. in order to contribute to the enhancement of the image of the company
• Ensure availability with regard to implementation of ad hoc projects as identified by the CEO

Qualifications & Experience: 

• Professional Qualification in Secretaries and Administrations
• Skills of Stenography will be an added advantage
• Good inter-personal skills in order to effectively deal with internal / external parties
• 5 years of relevant v/ork experience
• Knov/ledge and experience in overseas travel arrangements v/ill be an added advantage
• Excellent Language Proficiency
• IT Literate - Word, Excel, MS Outlook, PowerPoint

Location & Contact Information: MAS Fabrics Matrix (Thulhiriya)

Closing date: 29th August 2014

Send in your CV to MatrixHR@masholdings.com

Valid Until: Sep 05, 2014
Categorized Under:
Apparel Jobs