Secretary to Chief Operating Officer

HRINC (Cambodia) Co., Ltd Job location: Phnom Penh

Job Description

Benefits Package

Company Profile

Company Contact

Job Overview

# Hiring1

Job TypePermanent Job

Exp. LevelExecutive/Officer

Job FunctionAdministrative / Support

IndustryOthers

Preferred ApplicantLocal

Required LanguageKhmer , English , French

DeadlineApr 27, 2024

Job Summary

Provides high-level all aspects of administrative assistance to the Chief Operating Officer and executive committee members.
Manage daily schedules and provide efficient and effective communication between COO and stakeholders.
Perform ad-hoc duties as requested by the Executive Members.

Responsibilities and Duties

Report to the Chief Operating Officer (COO), the Executive Secretary will provide daily extensive administrative support and she/he is in charge of the smooth running of the COO office.
Responsible for scheduling COO appointments and liaising with external stakeholders.
Strong understanding of clerical and secretarial principles.
Act as a translator and or interpreter for the Executive Members.
Managing a busy calendar, meeting coordination, and appointments, maintaining the events calendar, and sending reminders to the COO and the Executive Members.
Perform all aspects of secretary duties such as copying, scanning, and faxing documents, taking notes, and producing minutes of the meeting.
Liaise with the Receptionist to assist with internal database information updates.
Prepare facilities for scheduled events and liaise with catering and or suppliers to meet deadlines.
Ordering office supplies and replacements, as well as managing mail and courier services.
Observing best business practices with protocol.
Organizing schedules, attending meetings, and minutes, and managing correspondences.
Liaising with internal departments, answering calls, and making travel arrangements.
Organize filing documents systems and presentations.
Participate in the organization of HR yearly staff functions.
In charge of another secretary and receptionist training.
Collecting, organizing, and storing information using computers and filing systems.
Follow through on COO appointments.
Implement excellent recording fillings systems with accurate information.
Perform ad-hoc duties as required by the COO and the Executive Committee Members.
Must have a keen interest in providing reliable and accurate support to executives’ members, while working with confidential information.
Taking notes and writing correspondence.
Preparing reports, presentations, and correspondence accurately and timely.
Work with the translator to produce Khmer/English and vice versa letters to the ministries.

Qualifications and Skills

Professional background and training
Graduated bachelor’s degree in administration/related field.
Experience in secretarial work, office administration, or related training.
1 - 2 years of experience as a personal assistant would be an advantage.
2 years of experience in an executive support role.
Methodical and critical thinker with computer proficiencies.
Charismatic and well-presented at all times due to the high level of interaction with external visitors.
Strong analytical skills and the ability to multi-tasks.
Strong sense of prioritization.
Fluent in Khmer and English - French is a plus.
Technical Skills
Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
Advanced typing, note-taking, recordkeeping, and organizational skills.
Ability to manage internal and external correspondence.
Working knowledge of printers, copiers, scanners, and fax machines.
Proficiency in appointment scheduling software such as MS Outlook, as well as call; forwarding.
Excellent written and verbal communication skills.
Professional manners with exceptional interpersonal skills.
Leadership and personal skills
Excellent people and interpersonal skills, patient and diplomatic at all times.
Excellent time-management and organizational skills
Excellent communication skills.
Competency in software and digital tools.
High ethical standards and ability to exhibit a high level of confidentiality.
Strong attention to detail