Executive Assistant

Role Title: Executive Assistant to CEO & CXO
Reporting to: CEO & CXO
Division: President & CEO Office
Department / Section: President & CEO Office

B. CONTEXT

Purpose: Provide high-level administrative and strategic support to the CEO & CXO for efficient decision-making and business operations.
Context: Acts as the CXOs primary point of coordination, managing schedules, communications, and confidential matters. Working alongside and collaborating with cross functional departments to ensure that initiatives and action plans are follow through.

C. ROLE ACCOUNTABILITIES

• Type correspondence, documents and reports, on a variety of subject matters
• Maintain strict confidentiality standards for all work-related information
• Provide CEO and CXO with appropriate reports and reviews
• Handle correspondence and phone calls for CEO & CXO
• Support and assist CEO & COO in their day-to-day work and provide full-spectrum secretarial functions and administrative functions initiative, alertness and accuracy
• Send and reply emails on behalf of CEO & CXO
• Organize meetings and ensure CEO & CXO are well-prepared for the meeting
• Co-coordinate and independently plan all travel itineraries (i.e. flight bookings, hotel accommodation, local ground/ car transfer, etc.) for CEO, CXO and senior people from Head office. This involves multiple destinations and frequent changes due to the nature and volatility of the business
• Manage and maintain the schedules for CEO and CXO, obtaining and providing relevant information for scheduled appointments
• Organize and maintain contracts, records, and other essential documents; archive outdated information in accordance with records management compliance
• Other related duties as per assigned

D. KEY PERFORMANCE INDICATORS

• Calendar & Meeting Management Accuracy and timeliness of CEO schedule coordination.
• Communication Handling Response time, clarity, and confidentiality in correspondence.
• Task & Project Support On-time completion of CEO-assigned tasks/projects.
• Confidentiality & Discretion Zero breaches of sensitive information.
• Stakeholder Coordination Effectiveness in liaising with internal and external parties.

E. WORKING RELATIONSHIPS & DECISION MAKING

Interacts with:
Internal: President, CEO, NC Representatives, ExCom, CXOs and Heads of Department
External: Business Partners, Regulators, Vendors, Government/Community Stakeholders etc.

Decision Making

Prioritizes CEOs schedule and commitments.
Screens and escalate issues requiring CEO attention.
Makes routine administrative and communication decisions within defined authority.

F. EXPERIENCE AND QUALIFICATIONS                        

Minimum Experience & Essential Knowledge

• 5 years experience as executive assistant
• Good English skills
• Good PC skills

Minimum Entry Qualifications

• Bachelor degree in any discipline