Executive Assistant - Kuala Lumpur, Malaysia - Boston Consulting Group

Description

WHAT YOU'LL DO

The Executive Assistant/ Senior Executive Assistant (EA) provides administrative support to Managing Director & Partner, Partner & Principal, taking full responsibility for maintaining their demanding schedules. The goal is to leverage the Managing Director & Partner, Partner & Principal's time and to enable her/him to successfully serve BCG clients by being an integral member of the client service team.
Tasks will vary, depending on the Managing Director & Partner, Partner & Principal's working styles and the existing workload. The duties described below make up a typical, but not necessarily complete, list.
In addition, the EA works is part of the wider Southeast Asia EA team setting, and each EA needs to coordinate and cooperate with other EAs to ensure that work is completed
Overall, the EA should work in support of the partner group, each other, the office, and BCG as a whole in a manner consistent with BCG's stated values.

YOU'RE GOOD AT

The duties and responsibilities are as follows but not limited to:

• Manage complex calendars, with an understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of Managing Director & Partner, Partner & Principal's time, and provide timely reminders as necessary.
• Schedule, coordinate and oversee a wide variety of internal/external meetings/events (local, offsite or virtual).
• Documentation: organize any needed material in advance of the meetings, maintain files/record keeping systems and confidential files
• Organize travel arrangements; anticipate and coordinate travel and logistics needs.
• Prepare and submit timesheets and expenses for Managing Director & Partner (MDP) in accordance with company guidelines.
• Provide professional support to BCG visitors, assist with settling in requirements and greet as appropriate.
• Support business objectives under guidance by building working relationships with clients and client assistants to facilitate information flow and scheduling.
• Establish and maintain systems to organize and manage details to ensure accuracy in all aspects.
• Receive, screen, and sort according to priority all incoming mail; respond promptly to inquiries as needed.
• Support case teams, internal committees, and practice area activities and information requests.
• Maintain highest levels of internal and external confidentiality.
• Provide general administrative support: typing, telephone support, mail, copying, faxing, filing, calendar functions, voice mail and e-mail distribution lists, maintaining marketing and any other databases as instructed from time to time.
• Provide back-up assistance to other EAs and Reception Desk as needed.
• Please note that this position is not restricted to the responsibilities above and the job scope and responsibilities are subject to change.

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• Ideally, minimum of 10 years of work experience gained in a professional services environment
• Able to multi-task in a fast-paced, deadline driven, service-oriented environment
• Secretarial diploma or equivalent in related fields
• Team player yet able to work independently, with demonstrated ability to be flexible, responsive and to take initiative
• Demonstrate strong interpersonal skills – able to work effectively with all levels of staff
• Convey a strong positive personal and professional image with excellent standards of professional behavior and ethics
• Strong organizational skills, ability to set priorities, display attention to details and is tenacious with follow-ups
• Excellent oral and written communication skills in English
• Consistently handle situations with tact and patience, and able to work well under pressure
• Highly motivated, energetic and resourceful
• Strong customer service orientation – responds to customers' needs with a sense of urgency, and with a "How can I help" mindset.
• Able to work beyond normal office hours (sometimes weekends) during peak periods
• Excellent typing skills with strong Microsoft Office skills, especially in Word, Excel, Powerpoint

YOU'LL WORK WITH

Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.