Executive Assistant

Job Title

Executive Assistant, COO’s Office

Reports To

CXO

Role Purpose

The Executive Assistant will provide high level executive support including variety of overall administrative duties for the CXO and division heads to ensure smooth day-to-day office operations. Coordinate complex scheduling and extensive calendar management, as well as flow of information. Maintain professionalism and strict confidentiality with all materials and exercise discretion in sharing of information. To coordinate tasks and projects as well as liaise with internal and external stakeholders related to CXO’s Office. Manage special projects for the CXO and any other tasks as required.

Key Accountability

• Handle scheduling, coordinate and manage the CXO’s day-to-day office operations to ensure effective time optimisation. Prioritising schedules based on urgency, importance, and relevance. 


• Manage all administrative and financial admin tasks for CXO’s Office. To prepare draft reports and letters on behalf of the CXO, preparing briefing notes and summaries of key documents, as needed.


• Support the oversight of key business initiatives and follow through/ implementation.;


• Consolidate and review all management reporting prior to CXO’s approval and follow through on the action items. Verify and ensure details in all documents are complete and available prior to CXO’s approval to maintain efficiency and quick turnaround


• Keep abreast of CXO’s immediate and long-term commitments and plans; identify conflicts, flags problems for intervention and corrective actions as appropriate.


• Ensure timely and accurate flow of information, maintaining utmost professionalism in respecting confidentiality and discretion.


• Monitor & ensure accountability of all expenditure (liaise with Finance/Legal/GP on PR/PO and contract management). Manage and track all divisional expenses incurred against budget


• Assist on any other operational / project support as required

Qualification & Experience

• Degree in Business Administration or any other related field


• 3 - 5 years of relevant experience


• Preferably experience in the related field of Business Administration/ Office Administration/ Project Management. 


• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)

Personality Traits

• Ability to exhibit sound judgment with the ability to prioritize and make decisions


• Ability to interact collaboratively and with professionalism with different levels of stakeholders


• Detail – oriented with excellent verbal and written communication skills


• Excellent organization and time-management skills