Personal Assistant to Deputy General Director

Key Responsibilities:
1. Schedule Management:
o Organize and maintain the DDGD's calendar, including scheduling internal and external meetings, appointments, and travel arrangements.
o Prioritize and arrange urgent tasks, reminders, and last-minute changes, optimizing the Deputy General Director's time and minimizing disruptions.
2. Communication:
o Handle incoming and outgoing communications on the General Director's behalf when appropriate, including drafting email responses, phone calls, physical correspondence and escalating critical issues.
o Interpret during DDGD's meetings when necessary.
o Foster and maintain client relationships, acting as a liaison between the General Director and key partners/ clients/ experts when necessary.
o Prepare and edit various documents, including EXCO report, Group presentations
o Ensure all materials sent out from DGD are accurate, professional, and aligned with the Group/ CPGV standards/ format.
3. Meeting Coordination:
o Schedule, organize, and prepare for DGD's meetings.
o Responsibilities include booking venues, preparing and distributing agendas, gathering necessary documents, and taking detailed minutes, including minute for SMM meeting.
o Ensure all logistical aspects of DGD's meetings are arranged, including catering and audiovisual equipment.
4. Travel Arrangement:
o Plan and coordinate comprehensive travel itineraries for both domestic and international trips, including flights, accommodations & transportation booking coordination, and related logistics.
o Manage all associated travel expenses, ensuring timely processing and reconciliation of expense reimbursement.
5. Administrative Support:
o Handle confidential information with the utmost discretion, maintaining the privacy of sensitive company data.
o Develop and maintain an organized filing system for electronic and hard-copy documents, ensuring easy access and retrieval.
o Translate documents as required, ensuring accuracy and clarity of sent out materials.
o Assist with managing the DGD's personal matters, such as insurance term, residential affairs, and other personal administrative tasks.