Executive Assistant

Position Overview:

The Executive Assistant provides high-level administrative, operational, and coordination support to Management and designated senior executives. The role enables business leaders to focus on their key priorities by ensuring the effective management of schedules,meetings, communications, travel arrangements, documentation, and day-to-day administrative requirements.

Key Responsibilities:

1. Executive Support

a. Manage and maintain the calendars of designated senior executives, including scheduling appointments, meetings, and business engagements.

b. Organize and coordinate meetings, including preparing agendas, taking minutes, distributing meeting materials, and following up on action items.

c. Serve as a key point of contact between Management and internal or external stakeholders, ensuring effective communication and professionalism

d. Handle confidential and sensitive information with the utmost discretion.

e. Coordinate business travel itineraries and related arrangements.

f. Prepare reports, presentations, briefing materials, correspondence, and other documents for meetings and external engagements.

g. Manage the logistics and documentation required for board, leadership, and management meetings.

h. Monitor deadlines, follow up on outstanding matters, and ensure timely completion of action items.

i. Anticipate administrative and operational requirements and provide proactive support.

2. Travel Arrangements

a. Coordinate all aspects of business travel, including appointment letters, visa applications and renewals, flight bookings, accommodation, ground transportation, and airport transfers for designated executives, employees, and guests.

b. Prepare detailed travel itineraries and ensure that all relevant documents and information are provided before departure.

c. Liaise with travel agencies, hotels,airlines, transport providers, and other vendors when required.

d. Ensure seamless travel experiences for employees and guests.

e. Oversee and provide guidance to administrative support staff on travel-related requirements.

f. Provide backup support for travel arrangements during the absence of other administrative team members.

3. Claims Management

a. Prepare, verify, and submit expense claims for designated senior executives.

b. Ensure all supporting documents and receipts are complete and submitted within the required timelines.

c. Maintain accurate records of expense claims and follow up on outstanding reimbursements when necessary.

4. Calendar and Meeting Management

a. Manage complex calendars, appointments, and meeting schedules for designated senior executives.

b. Prioritize meeting requests and resolve scheduling conflicts efficiently.

c. Coordinate meeting invitations, venues, virtual meeting links, refreshments, materials, and other logistical requirements.

d. Ensure executives are provided with the relevant information and materials before each meeting.

e. Communicate schedule changes promptly to the relevant stakeholders.

5. General Office Administrative Support

a. Oversee end-to-end administrative support and ensure that operational matters are followed up on and resolved promptly.

b. Coordinate facilities management ,including office maintenance, repairs, servicing, and facilities-related requirements.

c. Ensure the office is maintained to an appropriate standard of cleanliness by coordinating with administrative support staff, cleaners, and service providers.

d. Manage pantry supplies, stationery, office consumables, and general office inventory.

e. Maintain proper records of office purchases, supplies, service agreements, and maintenance contracts.

f. Manage meeting room bookings and ensure that rooms are properly arranged and equipped for scheduled meetings.

g. Coordinate season parking applications, renewals, and other related administrative requirements.

h. Support expatriate management matters, including relocation services, accommodation arrangements, and other expatriate-related requirements.

i. Serve as a point of contact between employees, Management, and the Human Resources team to facilitate effective communication.

j. Liaise with the Human Resources team to support administrative activities and other requirements as needed.

k. Provide backup support for general administrative duties during the absence of other administrative team members.

l. Maintain organized electronic and physical filing systems for administrative documents.

m. Perform other administrative and operational duties assigned by Management.

6. Stakeholder and Vendor Coordination

a. Maintain professional working relationships with internal departments, external stakeholders, vendors, and service providers.

b. Coordinate appointments, visits, deliveries, and access arrangements for external parties.

c. Obtain quotations, coordinate service requirements, and follow up on vendor deliverables.

d. Ensure that vendors comply with the company’s policies, security requirements, and agreed service standards.

7. Confidentiality and Professional Conduct

a. Maintain strict confidentiality regarding business matters, employee information, executive schedules, meetings, documents, and communications.

b. Exercise sound judgment and discretion in all interactions.

c. Represent the company and Management professionally when dealing with internal and external stakeholders.

d. Comply with all company policies, procedures, and information-security requirements.
8. Ad Hoc Duties

Perform any other administrative, operational, or coordination duties assigned by Management from time to time.

Requirements:

• Diploma or Degree in Business Administration, Office Management, Secretarial Studies, or a related discipline.

• Minimum 5 years of relevant experience as an Executive Assistant, Personal Assistant, Administrative Executive, or in a similar role.

• Prior experience supporting senior management or C-suite executives is preferred.

• Strong calendar, travel, meeting, and event-management capabilities.

• Excellent organizational and time-management skills.

• Ability to manage multiple priorities and work effectively under pressure.

• Strong attention to detail and a high level of accuracy.

• Excellent written and verbal communication skills in English.

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

• High level of integrity, professionalism, confidentiality, and discretion.

• Proactive, resourceful, adaptable, and solutions-oriented.

• Strong interpersonal skills and the ability to work effectively with stakeholders at all levels.

• Able to work independently with minimal supervision while collaborating effectively with the wider team.

• Flexible to support urgent business requirements or work outside regular office hours when necessary.