Executive Assistant

Description:

Aramco Asia is a group of Asian wholly owned subsidiaries of Saudi Aramco Asia Company, and they share a key mission in serving Saudi Aramco’s corporate strategic initiatives in the Asia-Pacific region. We are hiring for an Executive Assistant for our Sydney office to support the Director and daily administrative matters.

Secretarial and Administrative Support to the Director :

• Handles all personal and secretarial matters of the Representative Director
• Organizes and manages Representative Director’s schedule.
• Assists in expense claims and business travel coordination and arrangements (flight, hotel, transportation, meeting schedule, visa application, travel itinerary etc.)
• Assists in drafting of formal correspondences (emails, letters, etc.)
• Handles with cautions and ensures confidentiality of highly sensitive corporate information.
• Registers conference / seminars / workshop for Representative Director.

Provide Secretarial and Administrative Support to other Team Members:

• Deals with incoming e-mails and faxes, distributes to respective person and/or department.
• Liaises with different personnel of all levels (internal and external) on a regular basis in the updating and collation of reports, setting up meetings, scheduling, coordinating activities and communications.
• Provides hospitality and assists guests and visitors in hotel reservation, logistic arrangements and meetings set-up etc.
• Manages the booking of the conference room and small meeting room.
• Provides support and assistance on any ad-hoc projects and assignments when required; for example new office space planning, office renovation work, sourcing of corporate gifts, etc.
• Administers time-keeping for Chapter 8 employees.
• Coordinates the events sponsored or organized by Saudi Aramco and/or Aramco Asia.
• Provides relieve coverage for Admin Assistant.
• Performs general office administration.

A member of APPEC Organizing Committee:

• Coordinates with overseas offices on the meetings schedule with customers.
• Coordinates with the conference organizer, convention manager on the set-up, reservation of hospitality suite.
• Assists and provides support for the top management from head office and international offices, on their hotel reservation, logistic arrangement and meetings schedule.
• Prepares the APPEC folders for all the delegates attending the meetings.
• Makes hotel reservation for delegates.
• Consolidates delegation list with contact info, accommodation and flight info etc.
• Arranges management luncheon with other oil majors.
• Liaises with embassies in Singapore to consolidate and updates the guests list for the APPEC Reception.
• Supports and assists in the coordination of venue, design, program and set-up of the Hospitality Suite and APPEC Reception.
• Provides business office support during the 3-days meetings with customers at the hospitality suites.
• Assists in the APPEC Reception in receiving guests. Ensures the event runs successfully.
• Organizes feedback and get-together dinners for delegates.
• Collates all APPEC Receptions hosted by other companies.

Office Management

• Prepares operating plans for Admin area;
• Ensures a safe, secure and quality office environment for the office by proper selection and management on facilities, office supplies and services;
• Lead the office space proposal, evaluation and selection process; manages the office rental agreement;
• Lead the office renovation project when necessary;
• Manages the office fixed assets, and ensures timely maintenance and repair;
• Manages the company car contract and driver to ensure the satisfactory service are delivered to the management;
• Manages domestic material procurement and services contracting for office within authority;
• Effectively interprets and localize ABS policies to help organizations operate effectively within guideline;
• Make decisions on admin matters and ensure the smooth operation of the office.

HR

• Coordinates HR related activities for office, including staffing, employment contract management, job analysis, performance management, chapter-8 support, training management, etc.
• Oversees payroll calculation for employees;
• Proposes and Organize company activities for the office;
• Ensures that all HR process and procedure are in line with local labor laws and regulations;
• Assist management in manpower needs analysis, propose and arrange staff development program for the department;

IT

• Manages the IT infrastructure and equipment by coordination with IT Department;
• Provides IT support to employees when necessary;

PA

• Supports public relations activities;
• Manages visits of executives from Saudi Aramco and other Aramco Asia office, or vice versa;
• Organizes and manages conferences and forums;

Legal

• Works with Law Dept for legal related affairs for the office;
• Manages the office licenses and ensure they are valid and up-to-date;