Executive Administration

Duties and responsibilities

• Provide high-level secretarial and administrative support for one or more of the organisation's executives, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organisation's operations, procedures, and people.
• Manage the executive's appointments and schedules, make travel arrangements to make best use of their time, and process expense claims. Gather, compile, verify, and analyse information for the executive to use in documents such as memos, letters, reports, speeches, presentations, and news releases.
• Facilitate smooth communications via face-to-face meetings or teleconferencing between the executive and other executives, managers, and employees; and between the executive and external parties.
• Assist in organising international business/team meetings and marketing events / trainings.
• May have access to the executive's email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources.
• Handle confidential information and maintain the security of the executive's records and files.
• Maintain the executive's office and accounting records; monitor, review, and approve standard expenditures to ensure that the activities of the office are conducted within established budgets.
• Perform other administrative tasks using independent judgement and discretion. Plan, organise, and schedule own workload so that these activities are completed accurately and on time.
• These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters and official information releases; arranging and attending meetings; taking and distributing minutes.
• The job function listed is not exhaustive and shall also include any responsibilities as assigned by the Supervisor from time to time.

Professional competencies

• Possess a Bachelors degree.
• At least 5 years experience in providing administrative support to senior management executives.
• Strong verbal and written communication skills in English, and able to communicate well with all levels of stakeholders.
• Experience in travel management and planning, organizing meetings and business events.
• Proficient in the latest version of Microsoft Office applications.
• Responsible, accountable and able to multi-task.