Executive Assistant, Ren Ci Learning Academy

Job Responsibilities

BROAD FUNCTION

The Executive Assistant will play a pivotal role in supporting the smooth functioning of administrative processes and ensuring the seamless execution of training programs. The role involves a diverse range of responsibilities, including administrative task, billing, course confirmation, venue setup, minutes writing and coordination with trainers for ad-hoc training arrangements.

ROLES AND RESPONSIBILITIES

• Responsible to the Manager for carrying out the day-to-day administrative tasks to ensure the efficient operation of Ren Ci Learning Academy, which include the followings.
• Handle all enquiries via phone calls, emails, and other communications with professionalism.
• Maintain accurate and organised records of important documents and information.
• Assist in the coordination of training programmers, eg: collation of training registration, liaison with trainers.
• Confirm course enrollments and ensure accurate participant information.
• Communicate with course participants regarding registration details, schedules, and any pre-course requirements.
• Collaborate with facilities management to arrange necessary equipment, materials and venue setup for training sessions and to ensure the proper upkeeping of the training facilities.
• Coordinate with trainers to confirm availability and scheduling for training sessions.
• Facilitate communication between trainers and Ren Ci Learning Academy, ensuring smooth collaboration.
• Assist in organising ad-hoc training sessions and workshops, when necessary.
• Send timely reminders to course participants regarding upcoming training sessions, deadlines, and any pre-course preparations.
• Maintain effective communication channels to keep participants informed and engaged.
• Prepare and process timely billing and invoicing for training programs accurately.
• Collaborate with the finance team to ensure timely and accurate financial transactions.
• Monitor and update financial records.
• Provide general administrative support.
• Any other adhoc projects/tasks delegated by the Manager.

Job Requirements

• Minimum GCE “O” level
• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and accuracy in handling financial transactions.
• Ability to work independently and collaboratively in a fast-paced environment.
• Proficient in Microsoft Office application.
• Possess good interpersonal and communication skills.
• Committed and responsible individual.
• Ability to work well under stress and ability to work well with staff of all levels.