EXECUTIVE ASSISTANT, STANDARDS
The Roundtable on Sustainable Palm Oil (RSPO) is a not-for-profit, international membership organisation that is working to transform markets to make sustainable palm oil the norm. To do this, we have united stakeholders from all sectors of the palm oil supply chain and civil society to develop and implement global standards for sustainable palm oil production and procurement.
Since its inception in 2004, RSPO has enjoyed rapid growth and today has 5,000 members from 101 countries, including oil palm producers, processors, traders, consumer goods manufacturers, retailers, banks, and non-governmental organisations. Thanks to the commitments and actions of these members, nearly 20% of the global supply of palm oil has already been certified as sustainable.
At RSPO, we believe that a not-for-profit organisation is made successful by the passion, skills, and expertise of its members and staff. They are the ones who drive our organisation to new heights and guide us through the next phase of our development.
The Standard Development Department is looking for a responsible Executive to support the Team in a timely and professional manner. They will provide high quality administrative and clerical assistance to top-level executives.
The Executive Assistant, Standards main duties include coordinating meetings and events, coordinating inter- and intra-departmental communications and tasks (such as website announcement, document proofreading/translation/design), creating reports, taking minutes, and updating internal databases. To be successful in this role, they must be proactive, meet deadlines and communicate effectively.
The location of this role is Malaysia.
KEY ROLES & RESPONSIBILITIES
Duties include but will not be limited to the following:
Coordinating the effective management of day-to-day operations.
Managing and supporting the Director with external meetings, including preparing materials and documentation, research, facilitation, and standing in at meetings if deemed appropriate.
Organising meetings, booking meeting rooms, coordinating with meeting invitees (internal and external).
Taking dictation, minutes and writing them down subsequently.
Producing reports and presentations.
Acting as the focal point in maintaining the content of the Standard Development page within the RSPO webpage. They will work closely with the IT Unit in uploading any relevant document (i.e., minutes of meetings, announcements, etc.).
Working with relevant internal colleagues (inter and intradepartmental) in finalising documents and ensuring compliance with relevant SOP (e.g., working with the Communications Team in document proofreading; IT Unit on website).
Managing and supporting the Director with all procurement and finance activities (e.g., procurement requests through the Salesforce platform).
Managing information flow in a timely and accurate manner.
Maintaining a filing and database system and looking for ways to improve current systems.
Apart from the duties stated above, to perform any duty or duties reasonably assigned
Bachelor’s degree in Business Administration or equivalent field.
Minimum of three years working experience in an administrative capacity or project management.
Experience in Internet research and database management.
Experience in exercising discretion and confidentiality with sensitive company information.
Experience in and understanding of the dynamics of stakeholder engagement and process facilitation.
Experience in organising, coordinating and facilitating events, meetings and field engaging activities.
Experience in a multinational working environment is preferred
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