Key Objective

Playing a critical role in enhancing the efficiency of top executives. By meticulously managing and optimizing their schedules, you ensure that these key members can focus on taking actions that generate significant results for the Company's vision to be fulfilled. This role is about strategically allocating time to maximize productivity and impact. As an Executive Assistant, you become a vital partner in the pursuit of excellence, directly contributing to the company's success through your proactive and skillful management.

Key Accountabilities

1. The Calendar of Partners/Directors (Your customer) is well-organized in a way that he/she spends most of the time on high-impact or value-added activities, which leads to the achievement of their committed results/KPIs.

Time Allocation Excellence:

• Crystal is clear about the principles, priorities, and committed results/KPIs of the person and organizes his/her working schedule accordingly.
• Proactively and fearlessly ask questions (to the Line Manager or your customer) whenever there is a doubt in how to handle certain thing (both on an ad-hoc basis or in recurrent daily/weekly meetings).
• Paying attention to everything in the Calendar to look for any misalignments in terms of priorities, time allocation principles and SPEAK UP to your customer until that is clear/handled properly.
• Maintain and keep up-to-date the list of principles of each customer on Trello. Those principles should be written in a very clear and concise way.
• Ensure logistic arrangement (travel time, meeting room, participants, background notes…) for each meeting/appointment/occasion in the Calendar is well arranged in advance and follows principles (if relevant).

Action tracking system:

• Ensure that you are clear and have a system to track the next actions your customer needs to take after meetings (especially after VDI conversation) and schedule time for him/her to handle that (either by receiving information from them or asking them in person).
• Any request of your customer should be handled with velocity (within the certain time frame that is aligned between you and your Line Manager).
• Ensure that there will be no request that is missed handling.

2. Value-added conversations with relevant people to ensure the success of Vision Driving Investing (VDI) Framework implementation at Investees

Ensure the sufficient number of conversations of the Value Creation Team with the Investees about VDI will take place as target through:

• Reviewing related data (dashboard) to identify any missing conversation and raise it to relevant person until that is handled (i.e. conversation is scheduled or it is decided that the conversation is no longer needed at that moment).
• Coordinate directly with the person in charge at Investee to schedule a conversation per request of your Customer.
• Take necessary actions/conduct necessary conversations with relevant people in other Department to ensure what was generated in the VDI conversation (when it is relevant to your customer) will be handled or someone will handled that.
• Provide leadership by speaking up if you see any potential off-track in terms of number of VDI conversations and and initiate conversations with relevant people to generate new actions/resolutions to get us back on track.

3. Space of Optimizing for Efficiency

• Keep identifying opportunities for optimizing for efficiency (making something work better, faster, or more effectively) to maximize the time that is available for value-added activities.
• Digital Transformation: Inquiring into how something, that is done manually at the moment, can be automated in the future.

4. Other tasks assigned by the Line Manager or in accordance with your role as a member of the Efficiency Management Team.

Key Requirements

1. Calendar Management:

• Master in using Microsoft Outlook Calendar with a high level of detail and standard.
• Being highly efficient and focused on optimizing efficiency, always striving to generate initiatives that improve performance.
• Strong organizational skills, including managing priorities on platforms like Trello, and a proven track record of leading teams/projects to produce results.
• Detail-oriented, skilled in logistics arrangement, such as arranging and coordinating meetings/schedules/travel, coordinating across different departments, and managing many stakeholders.
• Ability to act with velocity (not be stopped by concerns/fear).

2. Value-Added Conversations and Optimizing for Efficiency

• Has certain skills in data analysis.
• Proven ability to identify and address non-contributing time expenditures effectively.
• Exceptional communication skills, including demonstrated experience in impactful one-on-one conversations with high-level executives.

3. Other Requirements:

• At least 5 years of working experience in Executive Assistant/ Project Assistant to BODs/CEO positions at foreign companies, especially: Coachable, open-minded, willing to learn, tend to attain clarity by asking lots of questions.
• High level of compliance, have an easy time to follow the rules/principles, not bored with routine work, and comfortable with working at desks most of the time.
• Proficient in listening to and handling feedback, and able to take constructive criticism without taking it personally. Willing to step out of the comfort zone to take necessary action to deliver the committed result.