Intern - Executive Assistant, Executive Search at Career Connections Ltd

Job description

The role holder is responsible for providing comprehensive administrative support services to the Executive Search Unit and coordinating client and candidate logistics.

As an Executive Assistant Intern, the key responsibilities will include, but not limited to:

• Team Support
  • Preparing internal and external documents/reports for the search team members with reference to ongoing assignments and client meetings, as guided by the
  • Research/Senior Associates.
  • Managing and updating the Client Partner’s and Search team’s schedules and calendars.
  • Arranging travel itineraries for the Search team and arranging for hotels and accommodation where need be.
  • Organizing and coordinating events initiated by the Executive Search team.
  • Scheduling candidate interviews as well as business development meetings with clients, communicating the dates and venues to the candidates, clients and the Search team.
  • Informing the front desk about all expected external visitors as pertains to an assignment or meetings with the Client Partner and/or the Director.
  • Identifying key client personnel, establishing good relations with their PAs, and handling candidate and client enquiries with sensitivity, ensuring prompt responses by the appropriate personnel.
• Client Management
  
  • Arranging conference calls, scheduling meetings (both internal and external) and interviews.
  • Booking rooms for meetings as required and ensuring that appropriate refreshments are supplied.
  • Maintaining the databases, ensuring proper filing, storage and retrieval of corporate documents, assignment documentations, records and reports.
  • Ensuring that any business development contacts of the partners and associates are updated and entered onto Zoho and the search database.
  • Preparing internal and external documents/reports for the search team members such as converting CVs for reports and template reports for clients.
  • Maintaining the FileFinder database and the Search server. Ensuring proper filing, storage and retrieval of documents, assignment documentations, records and reports.
  • Ensuring updates on any business development contacts of the partners and associates are entered onto Zoho and the database – FileFinder.
• Records Management
  • Keeping record/track on the leave days of the team by informing Administration of the team members’ leave schedules.
  • Maintaining the team’s supplies inventory such as stationery by checking stock to determine inventory level and anticipated need for supply and requesting for more supplies.
  • Preparing invoices for services rendered by the Search team and sending them to clients.
  • Tracking expenses for Executive Management accurately.
• Procurement
  • Maintaining the team’s supplies inventory such as stationery by checking stock to determine inventory level and anticipated need for supply and requesting for more supplies.
  • Preparing invoices for services rendered by the Search team and sending them to clients.
  • Tracking expenses for Executive Management accurately.
  • Ensuring quality and appropriateness of procured items.

The ideal candidate should demonstrate the following personal traits:

• A performance-driven team player with strong interpersonal skills.
• Works cooperatively with others across the organization to achieve shared objectives.
• Ability to secure and deploy resources effectively and efficiently.
• Planning and prioritizing work to meet commitments aligned with organizational goals.
• An intellectual, self-starter, results oriented individual with strong problem solving skills.
• Excellent verbal, written and presentation communication skills.
• Ability to take on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Exemplary planning and time management skills.
• Effectively building formal and informal relationship networks inside and outside the organization.
• Discretion and confidentiality.
• Friendly and professional demeanor.
• Ability to think creatively and identify innovative solutions.