BU Assistant

About the role

The BU Assistant plays a crucial function in supporting the efficient operation of the business unit. Responsibilities include managing schedules, coordinating meetings, and handling various administrative tasks to ensure smooth day-to-day operations. Attention to detail, strong organizational skills, and multitasking abilities are essential for facilitating effective communication and decision-making at the executive level.

Key responsibilities

• Support management with admin work, including scheduling of meetings, appointments, and flight arrangements
• Prepare, edit, and finalize contracts, presentations, and reports on behalf of the management for both internal and external correspondence
• Support the BU's travel liquidations, including preparing expense reports, scanning and uploading of receipts, securing required approvals, and forwarding to Accounting Department for timely processing
• Maintain a well-organized digital and physical filing systems for the Executive's and BU's documents, registrations, and other administrative records
• Handle confidential and sensitive information with discretion and professionalism
• Provide support for BD activities, including proposal preparations, data consolidation and entry, CV tailoring, and client presentation development
• Consolidation of leads, updates and following-up on the Executive's BD action items to ensure timely completion
• Assist in organizing BU events and conferences, including preparation of event materials, venue arrangements, logistical coordination for international experts, managing seating and guest attendance, and facilitating program flow
• Coordinate travel arrangements for BU colleagues and visitors, including TRAF preparation, visa processing, travel agency coordination, hotel bookings, airport pickup, and transportation needs
• Manage BU trackers, including project pipelines and SU forecasting

About you

• Three to five years of relevant experience
• Excellent organizational and time management skills
• Strong communication skills, both written and verbal
• Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to handle sensitive and confidential information with discretion
• Attention to detail and accuracy in completing tasks
• Flexibility and adaptability to handle changing priorities and deadlines
• Proactive and able to anticipate the needs of the executive
• Experience in calendar management, travel coordination, and meeting scheduling
• Ability to work independently and as part of a team