Executive Assistant

Job Purpose

Provide secretariat support to the Group Chief Human Resource Officer (GCHRO) such as calendar management, meeting coordination, acting as a liaison between the GCHRO and internal and external stakeholders, and handling office administrative tasks and event planning for Group Human Resource as assigned.

DUTIES & RESPONSIBILITIES

Secretarial Support to GCHRO

Calendar Management & Meeting Coordination

• Manage GCHRO’s calendar, including scheduling of appointments and meetings.
• Coordinate with internal and external parties to ensure all meeting arrangements are in place.
• Arrange for meeting facilities, equipment, and any other logistical needs.
• Prepare meeting materials, disseminate meeting agendas and relevant documents, and write meeting minutes.

Communication and Correspondence

• Screen and manage phone calls, emails, and other forms of correspondence on behalf of the GCHRO.
• Draft, edit, and proofread emails, memos, reports, and other documents as requested.
• Ensure timely and accurate dissemination of information to relevant parties.

Information Management

• Keep confidential files, documents, and records organized and accessible in a proper filing system.
• Conduct research, collect data, and prepare reports as required.
• Handle sensitive information with utmost discretion and confidentiality.

Stakeholder Liaison

• Establish and maintain positive working relationships with internal and external stakeholders.
• Act as a go-between for the GCHRO and internal/external contacts.

Others

• Manage business travel and accommodation arrangements.
• Manage all claims (e.g., business travel claims, expenses and medical).
• Participate in ad-hoc projects or duties as assigned.

Office Administrative & Event Planning

• Assist in the planning and execution of departmental events such as bonding activities, charity carnival, office relocation, etc.
• Procurement and Management of office supplies, including fixed assets (e.g., laptops), office equipment and inventory such as stationery.
• Oversee daily HR office administration including work-desk planning, housekeeping and workplace safety and health.
• Raise EJRs to IT Department for all IT-related requests including but not limited to VPN access for all staff, change requests to email distribution list/group, and creation/deletion of ADIDs and emails for HR interns/temporary staff.
• Assist with any other office administrative duties.

JOB REQUIREMENTS

Education/Training/Experience

• Diploma in Business Studies/Administration/Management or Private Secretariat Certificate or related fields.
• Minimum 5 years of secretarial experience to Senior Management or in a similar role.
• Proficiency in Microsoft Office.

Personal Attributes

• Strong interpersonal skills with the ability to work as part of a team and independently, cross-functional collaboration and stakeholder management.
• Meticulous, resourceful, and pro-active.
• Excellent organizational skills, ability to multi-task and forward-thinking.
• Excellent verbal and written communication skills.