Executive Assistant

About the role

To provide comprehensive executive and administrative support to Senior Management by managing schedules, coordinating meetings, facilitating communication, and ensuring the efficient execution of business priorities while maintaining a high level of professionalism, confidentiality, and operational effectiveness.

Key responsibilities

1. Executive & Management Support

• Manage and coordinate Senior Management schedules, meetings, business commitments, and travel arrangements to ensure effective prioritization of business activities.
• Coordinate internal and external meetings, including preparation of agendas, presentation materials, meeting papers, recording of meeting minutes, and follow-up on agreed action items.
• Attend and coordinate management meetings, prepare accurate meeting minutes, monitor action items, and follow up with Heads of Departments (HODs) and relevant stakeholders to ensure timely execution of management decisions and directives.
• Screen, prioritize, and manage correspondence, emails, telephone calls, and other communications on behalf of Senior Management.
• Act as a key liaison between Senior Management and internal departments, business partners, clients, government agencies, and external stakeholders.
• Maintain confidentiality of sensitive information and business matters at all times.

1. Business Coordination & Project Support

• Coordinate and follow up on management directives, action plans, and strategic initiatives to ensure timely execution and completion.
• Monitor and track departmental deliverables, projects, and key assignments, providing regular updates to Senior Management.
• Facilitate communication and coordination across business units to ensure alignment of priorities and objectives.
• Assist in the planning, coordination, and execution of special projects and business initiatives assigned by Senior Management.
• Undertake research, gather relevant information, and provide administrative support for business planning and decision-making purposes.

1. Reporting & Documentation

• Prepare management reports, business presentations, briefing papers, and other documentation required by Senior Management.
• Assist in compiling information and preparing materials for management meetings, business reviews, and corporate presentations.
• Coordinate with the Company Secretary on corporate secretarial documents and related matters, ensuring timely preparation, follow-up, and proper documentation.
• Ensure proper maintenance, filing, and safekeeping of confidential corporate records, reports, and documentation.
• Monitor deadlines and ensure timely submission of reports, documents, and action items.

1. Stakeholder & Event Coordination

• Coordinate meetings, visits, and engagements involving Senior Management and external stakeholders.
• Support the planning and execution of corporate events, management meetings, conferences, and stakeholder engagement activities.
• Build and maintain effective working relationships with internal and external stakeholders to facilitate smooth business operations.

1. General Administration

• Manage travel arrangements, accommodation bookings, and related logistics for Senior Management.
• Ensure efficient administrative support and office coordination for Senior Management's daily operations.
• Perform other duties, assignments, and ad-hoc tasks as directed by Senior Management from time to time.

Requirements:

• Bachelor's Degree in Business Administration or a related field.

• Experience supporting C-level executives.

• Excellent organizational and time-management skills.

• Strong written and verbal communication abilities.

• Proficient in Microsoft Office applications, particularly PowerPoint, Excel, Word, and Outlook.

• Ability to handle confidential information with discretion.