DFI Retail Group

Is this your next challenge in executive assistance?
We are looking for an Executive Assistant who is pro-active, energetic, attentive to detail and organized. A person who has a can-do attitude and is creative in finding solutions. The person will be supporting the People & Culture Directors.

The challenge is to:

• Manage day-to-day calendar, including organizing meetings, setting up conference calls, prepare materials and correspondences for meetings.
• Assist in coordinating conference/training, and virtual/in person events.
• Manage end-to-end travel arrangement including flights, visa, documentations, hotels, agendas for travels and transportation expense claims.
• Help align PowerPoint slides/Keynote/Excel/Word document as and when needed.
• Collaborate with Finance, vendors, procurement users to ensure timely processing of the payment.
• Provide a high-level full spectrum of coordination and administrative support to the People & Culture team.
• Collaborate with the People & Culture team on daily operations, working closely with other Executive Assistants and coordinators. 
• Coordinate and organize with other teams over corporate events and mandatory exercises, e.g. team gathering, fire drill, office relocation, etc. 
• Assist with execution and filing of documentation, including corporate documents and contracts, creation and modification of presentations, spreadsheets, and other various documents.
• Conduct on-site support for new joiners, including arranging laptops, workspace, and necessary tools, and manage logistics for departing employees.  
• Act as the point of contact among executives and employees.

Do you have experience in executive assistance / secretarial administration?

• Minimum 3 years of working experience in the related field, preferably in a multinational company.
• Good MS Office computer skills.
• Proactive dynamic self-starter with ability to use initiative.
• Patience is essential, as we are in a fast-moving environment and things change all the time.
• A fast worker who is meticulous, accurate, agile, and systematic.
• Excellent communications skills, and ability to work with staff at all levels and manage relationships across multiple departments.
• Resourceful in managing competing priorities and ability to handle tight deadlines.
• Good judgment and ability to handle information in a professional manner.
• Immediate availability or availability on short notice is a plus.