Job Description

Job purpose

Under the direction of the Chief Executive Officer, and within the policies & procedure of Yamanote Atelier Restaurant, Personal Assistant is responsible, scheduling of meetings, note-taking, preparing correspondences, providing administrative duties for the company.

Duties and responsibilities

Managing diaries and organizing meetings and appointments. Organizing events and conferences. Reminding the manager/executive of important tasks and deadlines. Responsible for organizing of internal and external meetings and ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas. Monitor and respond to incoming communications to office including phone calls, emails and walk ins, ensuring correct department distribution. Secretarial support for meetings as and when required, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Communicate meeting reminders and board reports with relevant Board and Committee members including their Assistants. Confirm meeting venues, arrange refreshments as well as creating and distributing comprehensive minutes including board resolutions to all members post meeting. Writing and distributing comprehensive minutes and action points to all members post meeting. Drafting and writing high quality reports and presentations. Communicating/Circulate important updates and information. Trace & coordinate for trade license & other permits renewals with the PRO & concerned Managers. Maintain proper documents and filing system for all important contracts / receipts, etc. & maintain an updated index. Answer, screen and forward incoming phone calls. Direct visitors to the appropriate person and office. Receive, sort and distribute daily mail/deliveries. Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures). Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges). Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing. Manage applicable Central Office Budget lines, including office expenses, supplies, stationery, and entertainment. Liaising with staffs, suppliers & clients. Managing database & filing systems. Monitor & verify attendance on regular basis.
*

Qualifications

1. Diploma/degree or equivalent

2. 2 to 3 years relevant experience.

3. Good communication ability

4. Leadership Skills

5. Attention to detail & accuracy

6. Honest and dignified personality

7. Positive work attitude and a good team player

Physical requirements

Must be able to move about regularly inside the offices & outside to carry out the assigned tasks. Constantly operates computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Job Type: Full-time

Application Question(s):

Can Join Immediately
Education:

Diploma (Preferred)
Experience:

* Food and Beverage: 2 years (Preferred)