Executive Assistant

A. PURPOSE

The purpose of this role is to:

• Provide high-level administrative and personal support to senior executives

• Enhance executive productivity by managing schedules, communication, and priorities effectively

• Ensure smooth coordination of meetings, travel, documentation, and events

• Act as a trusted support partner by maintaining confidentiality and professionalism

B. ROLE

• Job Title: Executive Assistant

• Department: Administration / Corporate Office

• Reporting To: Senior Management / C-Suite Executive

• Direct Reportees: Nil

• Job Purpose:

  • To provide comprehensive administrative, operational, and personal assistance to senior executives, enabling them to focus on strategic priorities and business objectives

C. JOB DESCRIPTION

The Executive Assistant will be responsible for managing the day-to-day administrative and coordination requirements of senior executives. The role involves calendar and travel management, communication handling, document preparation, meeting coordination, and personal assistance, while maintaining the highest levels of confidentiality and professionalism.

D. FUNCTIONAL RESPONSIBILITIES

Calendar & Schedule Management

• Manage and organize the executive’s calendar, appointments, and meetings efficiently

• Prioritize schedules to ensure optimal time management and alignment with business priorities

Communication Management

• Screen and manage phone calls, emails, and correspondence on behalf of the executive

• Respond to internal and external inquiries professionally and promptly

Travel & Logistics Coordination

• Arrange domestic and international travel, including flights, accommodation, visas, and transportation

• Ensure seamless travel plans and timely updates

Meeting & Documentation Support

• Plan and coordinate meetings, prepare agendas, take minutes, and track action items

• Draft, edit, and format reports, presentations, correspondence, and other documents

Information & Records Management

• Organize and maintain files, records, and databases in a structured and confidential manner

• Ensure secure handling of sensitive and confidential information

Project & Event Support

• Assist with project coordination, research, tracking, and follow-ups

• Plan and coordinate meetings, conferences, and corporate events as required

Expense & Administrative Management

• Track, reconcile, and prepare expense reports and reimbursement documentation

• Support administrative processes and office coordination

Personal Assistance

• Provide personal support to the executive, including appointments, errands, and personal correspondence as required

E. MANAGERIAL RESPONSIBILITIES

• Plan and prioritize tasks to meet executive and organizational deadlines

• Coordinate with internal departments and external stakeholders for smooth operations

• Anticipate executive needs and proactively resolve issues

• Maintain high standards of professionalism, confidentiality, and discretion

• Support senior management in achieving operational and strategic objectives

F. SKILLS

• Strong organizational and time-management skills

• Excellent written and verbal communication skills

• High attention to detail and accuracy

• Proficiency in Microsoft Office Suite and office productivity tools

• Strong interpersonal and relationship management skills

• Ability to handle sensitive information with discretion and professionalism

• Problem-solving and decision-making abilities

• Adaptability and flexibility in a fast-paced environment

• Professional demeanor and executive presence

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.