Associate at ABGA

Job Description

Key Responsibilities

• Coordinate and manage the Secretary General's daily itinerary, including scheduling meetings, appointments, and official events while ensuring alignment with organizational goals.
• Collect, analyze, organize, and archive business information through systematic data management processes, maintaining accurate records and identifying actionable insights.
• Assist in the reception of business visits by preparing briefing materials, coordinating logistics, and ensuring professional hospitality standards are met.
• Accompany the Secretary General on official outings and travel missions, providing real-time support and ensuring seamless travel arrangements.
• Arrange comprehensive travel itineraries for domestic and international trips, including transportation coordination, accommodation bookings, and itinerary adjustments as needed.
• Provide auxiliary administrative services to the department, such as document management, meeting minutes preparation, and interdepartmental communication facilitation.
• Act as a liaison between the Secretary General and external stakeholders, ensuring timely and accurate information exchange during official engagements.
• Maintain and update internal documentation systems, ensuring accessibility and compliance with data security protocols.
• Support the Secretary General in crisis management scenarios by preparing contingency plans and coordinating emergency response efforts.
• Conduct regular performance reviews of administrative processes to identify areas for improvement and implement efficiency-enhancing solutions.

Job Requirements

• Minimum of a bachelor's degree in business administration, public relations, or a related field with 3+ years of experience in executive support roles.
• Excellent organizational skills with proven ability to manage complex schedules and prioritize tasks effectively in high-pressure environments.
• Proficiency in data analysis tools (e.g., Excel, Google Sheets) and document management software, along with strong attention to detail in record-keeping.
• Fluent in English and at least one additional language (e.g., Mandarin, Spanish) for international communication and documentation needs.
• Strong interpersonal skills with demonstrated ability to interact professionally with diverse stakeholders, including government officials and corporate partners.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Experience with travel coordination systems and knowledge of international travel protocols, including visa processes and customs regulations.
• Excellent written and verbal communication skills, with ability to draft formal correspondence and present information clearly to senior management.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools for document creation and collaboration.
• Ability to work independently with minimal supervision while maintaining strong teamwork capabilities across departments.
• Knowledge of office management best practices and ability to implement process improvements for operational efficiency.
• Strong problem-solving skills with ability to address unexpected challenges during meetings, visits, or travel arrangements.
• Experience with event planning and coordination, including venue selection, catering arrangements, and logistics management for high-profile events.
• Ability to maintain accurate records of all administrative activities and ensure compliance with organizational policies and procedures.
• Proficient in using digital calendar systems (e.g., Outlook, Google Calendar) for scheduling and time management across multiple time zones.