JOB PURPOSES: * Provide high level secretarial and office administrative support for the Country Manager & HR Department. Requires discretion, confidentiality, and detailed knowledge of the organization’s operations, procedures, and people. Project a professional company image through in-person and phone interaction. * To represent the Country Manager on administrative issues to external and internal customers. PRINCIPAL ACCOUNTABILITIES: 1. Secretarial service: * Effectively manage the Country Manager appointments/ schedules and make travel arrangements to make best use of time. * Effectively maintain the executive special/ strategic projects as requested. * May have access to the executives email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources. * Effectively handle confidential information and maintain of the Country Manager record and files. * Effectively plan, organize, and schedule own workload to complete the assigned activities accurately and on time. Activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes; preparing and maintaining Country Manager’s expense report; following up with other Function Heads in all the instructions or topics requested by the Country Manager. * Effectively take Management meeting minutes and follow up on tasks/ projects completion timeline as agreed. * May act as an interpreter and translator during the meeting when required. * Proactively give initiatives and ideas to improve the job efficiency and accuracy. * Ensure the office area of the Country Manager and your working area are always maintained and well organized. 2. Business Reports: * Consolidate weekly and monthly report from Sales, Marketing, and Accounting to review the business situation in order to make weekly/ monthly review reports for the Country Manager which summarize key business points and analyzes the business information. * Produce and prepare other reports as required. 3. Represent the Country Manager on administrative issues: * Control the Company stamp with strictly high sense of responsibility and ensure to only place the Company chop in those documents approved in writing by the Country Manager or the competent authorized person. * Support and coordinate with HR & other departments in organizing the Company’s Events & activities. * Represent the Country Manager in all administrative issues internally and sometimes externally as assigned. * Follow up with concerned individual/ functions/ organizations on the completion of the assigned tasks/ projects/ schedules as requested. * Arrange journalist interview and recruitment interviews for the Country Manager. * Perform other duties as assigned. 4. Office Management * Assist HR Manager to monitor office operations & supervise all administrative personnel including but not limited to office renovation, * Manage Payment Voucher of employees and suppliers. Ensure that all claims & expenses are accurately claimed. Coordinate with Accounting Department to settle the payment in accordance to company policies and procedures; * Track office stationery inventory, refill stock if run out and approve order from staff; * Assist HR Manager in preparation of department budgets and expenses. * Assist HR Manager in running special projects & organizing events. 5. Culture building: * Play the leadership role of Staff Activity Organizing Team to proactively and creatively organize staff wellness activities within the assigned budget; * Ensure HR policies are followed through in the organization.