Executive Assistant

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The Executive Assistant provides effective and efficient administrative support on Customer Service (CS) matters to the CS Management, including maintenance of team documentation, plans and reports, directing and coordinating project work (assigning tasks, controlling schedule); ensuring deadlines comply for submission of CS reports and other documentation, coordinates motivational/employee engagement activities for Tempe and serves as liaison with CR site project coordinator.

Key Responsibilities:

Head of Customer Service

Provide executive admin support to the head of Customer Service.

Provide admin support to CC Sr. Director, DCS Sr. Director, and Bit Director.

Organize meetings or conferences when held locally, acting as administrative assistant and liaison-in-charge.

Assist the Head of Customer Service in the preparation of notes/materials for meetings ie. prepare s Manage Head of CS' office in his/her absence, ensure all matters requiring attention are redirected with discretion and attended to meticulously.

Create, organize, and maintain the CS US SMT SharePoint, and photo files on SharePoint and GURU.

Organize and maintain meeting minutes of monthly CS Meetings and /or coordinate key or large-scale Customer Service or company events including conferences, visitor lunches and employee engagement activities.

Assist with procurement, order creation, expense tracking. Establishing reporting and control procedure while providing timely and accurate information to the Head of CS and Finance Manager.

Any other CS-related duties and tasks assigned by the Head of CS and or CRC Facilities Project Manager.

Regional office and other sub-function managers

Collate data and documentation for CS reports, ensuring deadlines comply for submission of Customer Service reports and other documentation. Suppliers (travel agents, hotel & other service providers)

Liaise and assist with travel arrangements and accommodation needs for participants, provide contact information of designated hotels to executive assistants making bookings, while helping them oversee any other logistics arrangements (ie. airport-office-hotel transportation).

Information Management

Organize and maintain an up-to-date filing system that provides quick and efficient reference.

Coordinate with other departments to ensure the administrative office information and procedures are updated and comply efficiently.

Requisition Management

Process Purchase Requisitions for Customer Service Department.

Administration

Handle administrative and confidential work for the Head of CS to facilitate the efficient functioning of the CS team.

Performs other tasks as assigned.