This position is responsible for providing support to the GCHRO by ensuring all administrative matters concerning HR function across PPB Group are handled in a manner that is appropriate and delivers high level of efficiency and effectiveness.
Job Responsibilities
Executive Support
- Manage the GCHRO's daily schedule, calendar, appointments and travel arrangements efficiently.
- Prioritize requests, anticipate needs and handle correspondence and documentation with discretion and speed.
- Coordinate logistics for internal and external meetings and engagements.
- Prepare meeting agendas, presentation materials, meeting minutes and other documents as needed to facilitate effective meetings.
- Track action items and follow up with relevant parties to ensure deadlines are met.
- Act as point of contact and collaborate effectively with internal and external stakeholders on behalf of GCHRO.
- Work closely with key members of Group HR organization to achieve desired operational efficiency and facilitate effective communication to GCHRO's desk.
- Organize and maintain proper record keeping system for easy retrieval of data and information.
- Manage end-to-end process of expense claims.
- Coordinate logistics for occasional personal arrangements as assigned.
- Represent GCHRO's office with professionalism and warmth, internally and externally.
- Maintain strict confidentiality of all information and materials within GCHRO's office and ensure proper handling of information/document disposal.
- Uphold the culture of excellence, discipline and respect expected across the Group.
Operational Support
- Maintain, update and track the record of PPBHO HR budget and expenditure.
- Maintain and update Group HR calendar in a timely manner and enable access by target parties to facilitate effective planning.
- Provide administrative support to all members of Group HR Solutions Team.
- Manage the process of billings, cross charging and payment tracking for group-wide HR initiatives in liaison with the relevant internal and external stakeholders.
- Maintain proper filing system for ease of record retrieval.
- Prepare HR reports as assigned.
- Maintain confidentiality at all times, exercise discretion and diplomacy in handling HR related information.
- Any other administrative support to enable effective operation of the Department as assigned by GCHRO
Education & Qualification
- Minimum Diploma in any discipline, preferably Human Resources Management, Business Administration or Secretarial studies
Relevant Experience & Years of Service
- Minimum 8 years of relevant experience
Technical Skills & Professional Knowledge
- Microsoft Office, particularly strong in PowerPoint
Competencies
- Be proactive and adept in problem-solving including the ability to anticipate, identify and resolve issues in a timely manner
- Possess strong interpersonal skills
- Be able to communicate effectively both written and orally with internal and external stakeholders
- Be resourceful in gathering, able to effectively interpret and analyze, and present data and information in a logical and meaningful manner
- Be organized, able to prioritize and plan work activities efficiently, and multitask effiectively
- Be attentive to details, thorough, accurate and able to deliver work of high quality
- Be dependable, able to follow instructions and able to improve performance through feedback
