Executive Assistant

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Position Title: Executive Assistant

Job Summary:

Responsible for anticipating the needs and providing administrative support for the Executive

in relation to meetings, external visitors, employee engagement, budget management, travel and office equipment, supplies, and logistics.

Role Exposure:

Meetings
a.    Assist the Executive in scheduling and managing calendar of meetings and other engagements.
b.    Ensure logistics and other requirements are in place to ensure effective meetings of the Executive;
c.    Disseminate agenda and pre-reading materials;
d.    Assist the Executive in recording meeting actions, decisions, and relevant deliberation points;
e.    Disseminate, obtain approval for, and maintain records of the final minutes of meetings.

 External Visitors – coordinate meeting/ engagement schedules, logistics, attendees, and other requirements.

Employee Engagement – arrange and organize communication and engagement materials/ events

Budget Management

Travel

Office Equipment, Supplies, and Logistics
•    Maintaining comprehensive and accurate records
•    Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
•    Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
•    Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
•    Ensures that the group's logistics/supplies are sufficient and are kept in order.
•    Performs other related functions that may be assigned from time to time.
•    Arranges team engagement with the assigned HR Business Partner.

Qualifications:

·  Graduate of Business Administration, Human Resource Management, Psychology, or any related business course.

· Fresh graduates are encouraged to apply

·  Keen attention to detail with a high level of accuracy in handling reports and documentation.

·  Confident, assertive, and flexible, with the ability to work effectively in a fast-paced environment.

·  Familiarity with AI-powered productivity tools and technologies.

·  Good verbal and written communication skills.

·  Proficient in Microsoft Office applications, particularly Excel, PowerPoint, and Microsoft Lists.

·  Strong project coordination and task management skills, with the ability to monitor timelines, track deliverables, and follow through on action items.

·  Highly organized, resourceful, and capable of managing multiple priorities simultaneously.

Other Details:

Rank: Rank and File

Unit: ESS/HMRMG/HR Operations

Location: MB Center