Executive Assistant to the Management Team

The Executive Assistant to the Management Team plays a pivotal role in ensuring the seamless execution of all administrative and operational tasks that support the organization’s management. This position requires an agile mindset, proactive thinking, and attention to detail to enable the management team to focus on high-level decision-making and strategic objectives.

Key Responsibilities:

Correspondence and Documentation

• Maintain and manage the organisation of office documents, files, databases, and confidential records, ensuring compliance with office procedures and processes.
• Generate reports, presentations, and briefs to high standards with professional written and verbal communication.
• Facilitate effective meetings by preparing agendas, ensuring the timely submission of required reports, taking comprehensive meeting minutes, and following up on action items with clear communication.

General Administration

• Handle day-to-day administrative tasks efficiently.
• Manage diaries, schedule meetings and appointments, and provide timely reminders with precision and clarity.
• Arrange travel logistics with attention to detail and effective communication with concerned parties.
• Address executives’ requests and inquiries promptly and professionally in a clear and concise manner.
• Collaborate with colleagues to identify and implement efficient administrative practices to enhance operational effectiveness.
• Handle front desk duties effectively, standing in for the designated person if required.

Compliance Administration

• Coordinate administrative processes related to compliance requirements, such as Quality & Environmental Management Systems (ISO), industry certifications, audits, and ESG principles.
• Facilitate and manage processes related to organization-wide policies, such as insurance claims, renewals, and follow-ups, ensuring timely and accurate handling.
• Maintain up-to-date records and documentation to meet regulatory and operational standards.

Required Qualifications & Experience

• Minimum of 3 years of experience in an administrative role, with strong written and verbal communication skills in English.
• Experience assisting managers or executives with diverse tasks and responsibilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Exceptional planning and time management skills

Required Skills & Attributes

• Agile Mindset
• Communication
• Customer Focus
• Attention to Detail
• Organizational, Planning, and Time Management Skills

Company Culture Fit

• Embrace and uphold the company's values, mission, policies and procedures.
• Demonstrate a proactive and solution-oriented approach to challenges.
• Strive for continuous improvement and innovation in practice.