Personal Assistant/ Executive Assistant to CFO

We are looking for a Personal Assistant or Executive Assistant to Chief Financial Officer, who is an expat. We welcome all candidates with relevant experience, has audit background, advance English skill and interested in Fitness industry.

RESPONSIBILTIES:

Calendar Management:

• Proactively manage the CFO's complex calendar, scheduling appointments (internal and external), meetings, and conference calls across multiple time zones.

• Prioritize appointments and commitments based on strategic importance and urgency.

• Anticipate conflicts and proactively resolve scheduling issues.

• Prepare and distribute daily/weekly calendar briefings to the CFO.

Travel Management:

• Arrange comprehensive travel itineraries, including flights (commercial and private), hotel accommodations, ground transportation (car rentals, limousines), and visa/passport assistance.

• Research and compare travel options to ensure cost-effectiveness and convenience.

• Prepare detailed travel briefings, including flight confirmations, hotel information, meeting agendas, and local contact information.

• Manage travel expenses and reconcile expense reports.

Communication Management:

• Screen and prioritize incoming calls, emails, and correspondence, responding on behalf of the CFO when appropriate.

• Draft and edit correspondence, reports, presentations, and other documents.

• Manage the CFO's contact database and maintain accurate records.

• Prepare meeting agendas and presentations.

• Take minutes during meetings and ensure action items are tracked and completed.

Document and Information Management:

• Organize and maintain physical and electronic files, ensuring easy retrieval of information.

• Manage confidential documents with discretion and maintain data security.

• Research and compile information from various sources to support the CFO's decision-making process.

• Prepare presentations, reports, and spreadsheets as needed.

Financial Administration:

• Process and track invoices, payments, and expense reports.

• Assist with budget preparation and monitoring.

• Reconcile credit card statements and petty cash accounts.

• Prepare financial reports and analyses as directed by the CFO.

• Assist with the preparation of financial documents for audits.

Project Coordination:

• Support the CFO in managing special projects, including tracking progress, coordinating resources, and ensuring timely completion.

• Assist with event planning and coordination, including conferences, seminars, and corporate events.

• Conduct research and gather data to support project initiatives.

Liaison and Relationship Management:

• Act as a liaison between the CFO and internal stakeholders (executive team, department heads, employees) and external stakeholders (clients, vendors, investors).

• Build and maintain strong relationships with key contacts.

• Represent the CFO professionally in all interactions.

Confidential Matters:

• Handle sensitive and confidential information with discretion and integrity.

Personal Support (as needed):

• Run personal errands for the CFO as needed (e.g., dry cleaning, gift purchases).

• Make personal appointments.

Other Duties: Perform other duties as assigned by the CFO.

REQUIREMENTS:

• At least 2- 4 years relevant experience as a PA to CFO or PA/EPA to high level management.

• Bachelor or higher degree with background in legal, auditing, and accounting is preferable.

• Advance English and communication skill.

• Attention to detail with high level of confidentiality.

• Industry knowledge: Familiarity with the fitness and aesthetic industry, including market trends, competitors, and regulatory requirements.

• Client relations experience: Assist with client communication and follow-up, ensuring a positive client experience.

• Marketing support experience: Coordinate with the marketing team on promotional activities and events.

• Vendor management experience: Assist with the selection and management of vendors for various services (e.g., equipment maintenance, supplies).