Roles and Responsibilities
Executive Support & Calendar Management
- Manage complex and dynamic calendars for the GM and DGM, including scheduling internal and external meetings.
- Proactively anticipate scheduling conflicts and recommend solutions.
Travel & Accommodation Management
- Plan and coordinate detailed travel itineraries (domestic and international) including flights, accommodations, ground transport, and travel documentation.
- Ensure seamless execution and handle last-minute changes.
Event & Social Engagement Management
- Plan and coordinate company-led social and formal events involving the GM and DGM.
- Manage logistics, communications, invitations, and post-event follow-ups.
Expense Management
- Prepare, process, and reconcile expense claims for the GM and DGM.
- Monitor spending in accordance with company policies and budgets.
- Expense recon on Concur
Presentation & Document Preparation
- Draft, format, and prepare reports, presentations, agendas, minutes, and briefings for executive meetings and external engagements.
- Assistance with board packs and board prep
Stakeholder Engagement
- Act as liaison between the GM/DGM and internal departments
Manage communications and ensure timely follow-up on action items.
- Engage and support EA network within EMEA
Guest Hosting & VIP Management
- Organize and oversee logistics for hosting local and international guests.
- Ensure a professional, welcoming, and efficient guest experience.
Annual Events Calendar
- Develop and maintain the annual corporate events calendar.
- Coordinate with departments to align events with business priorities.
- Manage Events including the Year End Function, Family Day, Team Build, Strategy Sessions/Workshops
Marketing & Communication Collaboration
- Partner with Marketing and Communications to support and promote company-led initiatives.
- Coordinate leadership visibility and engagement in campaigns and internal communications.
Qualifications
- Formal qualification in Office Administration, Business administration, or similar (advantageous).
Skills and Competencies
Technical & Professional Skills
- Advanced computer literacy skills - MS Word, MS PowerPoint, MS Excel, SAP, Outlook, Internet and Concur
- Strong knowledge of travel booking tools and expense management systems.
- Event planning and coordination expertise.
- Excellent written and verbal communication skills.
Organizational & Time Management
- Exceptional ability to multitask and prioritize in a fast-paced environment.
- High level of attention to detail and accuracy.
- Proven ability to manage multiple executives and competing deadlines.
Leadership & Interpersonal Skills
- Strong people management skills; experience guiding or mentoring other administrative professionals.
- High emotional intelligence, diplomacy, and discretion.
- Professional demeanour with the ability to handle confidential information.
Strategic & Critical Thinking
- Anticipates needs and provides proactive solutions.
- Capable of making decisions under pressure and with limited supervision.
- Understands broader business context and adapts support accordingly.
Stakeholder Management & Collaboration
- Demonstrated ability to build strong working relationships across all levels of the organization.
- Skilled in coordinating with cross-functional teams, especially Marketing & Communications
Gmail
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