Executive Assistant

Key Responsibilities

1. Executive & Administrative Support

• Manage and coordinate calendars, meetings, appointments, and schedules for assigned Leadership Team members.
• Prioritize meeting requests and ensure effective time management.
• Organize internal and external meetings, including leadership meetings, town halls, reviews, and business discussions.
• Prepare meeting agendas and coordinate relevant materials in advance.

2. Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and local transportation.
• Prepare detailed travel itineraries and ensure all arrangements are completed on time.
• Support expense claim submission, invoice processing, and other administrative documentation in line with company policies.

3. Meeting & Action Tracking

• Support leadership meetings by coordinating logistics and documentation.
• Record and track key action items, where required, and follow up with relevant stakeholders.
• Ensure timely closure of administrative and coordination-related actions.

4. Communication & Stakeholder Coordination

• Act as a key coordination point between Leadership Team members and internal/external stakeholders.
• Draft, review, and format emails, presentations, reports, and other business documents.
• Coordinate effectively with teams across functions and locations.
• Maintain a professional, responsive, and service-oriented approach while handling senior stakeholders.

5. Documentation & Presentation Support

• Assist in preparing PowerPoint presentations, reports, meeting packs, and other leadership communication materials.
• Maintain proper documentation, records, and filing systems.
• Ensure accuracy, consistency, and confidentiality of all business documents.

6. Pool Support & Flexibility

• Work as part of a centralized pool of secretarial support for the Leadership Team.
• Provide backup support to other LT members and Executive Assistants during planned or unplanned absences.
• Prioritize and manage multiple requests based on business urgency.
• Demonstrate flexibility to support different leaders and functions as required.

7. Confidentiality & Professionalism

• Handle sensitive and confidential information with the highest level of discretion and integrity.
• Maintain professionalism while interacting with senior leaders, employees, customers, and external stakeholders.
• Exercise sound judgment in managing confidential information and sensitive communications.

Qualifications & Experience

• Graduate in any discipline.
• 510 years of experience in Executive Assistant, Secretary, Executive Coordination, or similar administrative roles.
• Experience supporting senior leadership or CXO-level stakeholders will be preferred.
• Excellent knowledge of Microsoft Office, particularly Outlook, PowerPoint, Excel, and Word.
• Experience in calendar management, travel coordination, meeting management, and expense administration.

Key Competencies

• Strong organizational and planning skills.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong stakeholder management skills.
• High level of ownership and attention to detail.
• Ability to work independently and proactively.
• Professional maturity and executive presence.
• High degree of confidentiality, integrity, and discretion.
• Flexibility to work in a pooled support model and adapt to changing business priorities.