For more than 100 years, Dresser-Rand has been among the largest global suppliers of rotating equipment solutions, with field-proven centrifugal and reciprocating compressors, steam turbines, expanders, gas turbine packages, and control systems. Dresser-Rand is positioned to deliver a complete package of solutions, from initial concept to equipment retirement for the worldwide oil and gas, chemical, petrochemical, and process industries.
Executive Assistant-Kuala Lumpur
Position Overview/Summary:
The Executive Assistant is the confidential secretary for the head of the Asia Pacific Region, and for the heads of Finance and Human Resources for the Region. He/she provides assistance at the Executive level, handling a wide range of executive support-related tasks, working independently, and with minimal supervision. The successful incumbent must be proactive, well organized and flexible, thriving on new challenges while working in a fast-paced and dynamic environment.
Position Qualifications (Required and Preferred):
Post-secondary diploma (minimum) or degree (preferred) is required
A professional executive secretary / executive assistant certification is highly desirable
A minimum of 10 years of work experience post graduation is required, of which at least 5 years must have been in a similar Executive or C-level environment. The incumbent must be able to demonstrate experience in the majority of the position responsibilities.
Previous supervisory experience over clerical and/or admin staff will be an advantage.
Knowledge of written business English — spelling, grammar and composition — must be exemplary, and must be demonstrated with samples at the time of interview.
Facility with MS Office programs such as Outlook, Word, Excel, and Powerpoint is required. Strength with Powerpoint would be a particular advantage, as would facility with Publisher or Adobe Photoshop.
The position requires fluent verbal and written English and Bahasa Malaysia. Facility in other regional languages would be an advantage.
The position is open only to Malaysians and to those resident in Malaysia with an unrestricted right to work there.
A valid driving license and ready access to a personal car are not mandatory, but would be an advantage.
Physical demands are typical of a professional office environment.
Work-related travel outside of KL will be infrequent. On rare occasions, participation in company-sponsored events may be required. It is unlikely any of these would require more than 1-2 days away per event.
On occasion, arrival and/or departure beyond normal work hours will be required. The successful incumbent must be able to demonstrate that this flexibility is possible.
The position requires a self-starter able to work with minimal supervision. Substantial common sense and problem-solving ability are mandatory.
The ability to maintain confidentiality is mandatory; failure to do so will be grounds for dismissal.
Position Responsibilities and Duties:
As the holder of the senior-most such position at the site, the incumbent also serves as administrative supervisor of the other secretaries, the office services administrator, and the receptionist.
Provide support for the VP & GM, acting as gatekeeper, single point of contact and liaison between VP & GM and various other executives and employees of the company, clients and all interested outside parties
Navigate potential logistical issues demonstrating sensitivity and utilizing understanding of organizational dynamics to facilitate positive relationships and communications between VP & GM and others within the organization.
Take a proactive approach to satisfy requests made by outside parties such as responding to routine information requests, routing requests to alternate contacts within the company, tracking projects, following up on correspondence, and scheduling issues.
Interact with staff at all levels in a fast paced environment, often under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
Prepare correspondence, special reports and presentations on various topics which may contain confidential, complex and technical information.
Offer advice and guidance regarding format, presentation style and content.
Coordinate arrangements for monthly staff meetings and other meetings as required including agenda and material preparations, catering, room arrangements, communications and presentation capability and other technological arrangements as needed.
Gatekeeper for the Asia Pacific team page site on the DRNet, and responsible for ensuring out-of-date material is updated or removed.
Organize the hardcopy filing system of the VP & GM, and provide daily filing of materials accordingly
Scan and enter business card information into an online contacts file
Disseminate information from the VP & GM as needed.
Assist the in the establishment of timetables for execution of goals/assignments and do follow-up after meetings to ensure the completion of the activities.
Develop processes and procedures to benchmark and continually improve the Executive Assistant position.
Conduct subject research and assemble materials from files and records as necessary to complete special projects and/or report assignments for the VP & GM or his direct direct reports.
Processes and acts as the main point of contact for:-
Expatriate administration in terms of car leasing, accommodation, relocation, etc
Leases – all car, office and residential leases (new & renewal agreements)
Rental Cars – arranging hires; scheduling periodic maintenance; follow up on road tax renewal, auditing all invoices & etc.
Local hotels – negotiating preferential rates for accommodation & meeting facilities
Airline corporate fares – Liaison person with the airline company on our yearly corporate fares.
Liaison with Maxis – application for new lines, termination, etc.
Travel arrangement – booking of flights, hotel, car rental, etc. Prepare visa applications. This is also performed for visiting executives/senior staff from overseas, and for staff from other AP locations upon request.
Coordinate quarterly employee meeting, monthly birthday celebration, and yearly company party, including the catering for internal meetings and hotel bookings for external meetings, lucky prize draw for the annual party, etc.
Coordinate year end gift exchange
Prepare Expense Report for VP and GM – preparation and coordination for approval, follow up with finance on payment
Check and verify claims for all direct and dotted line reports to the VP & GM.
Any other administrative assistance as and when required by the VP & GM.
Schedule admin staff to provide cover for the receptionist to ensure the switchboard and front desk are attended at all times.
Coordinate with local agencies to provide temporary replacements for absent admin and clerical staff as necessary
Dresser-Rand is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, sex, sexual orientation, gender identity or expression, age, national origin, veteran status, genetic information, union status and/or beliefs, or any other characteristic protected by federal, state, or local law.:
Dresser-Rand is an equal opportunity employer.
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