Executive Assistant

Role Overview:
The Executive Assistant will play a critical role in supporting the CEO, CFO, and COO of Busy Bees Asia. The role involves handling high-level administrative functions, managing confidential information, and ensuring seamless operations within the senior management team and act as a key liaison between the C-suite and global stakeholders, manage complex logistics, and contribute to company-wide initiatives.

Key Responsibilities:

• Executive Support:
  • Manage sensitive and confidential information with discretion and a solid understanding of the business environment.
  • Prioritize and manage the C-suite's time, ensuring focus on key deliverables and effective stakeholder management.
  • Lead the preparation and organization of senior management meetings, including developing agendas, taking minutes, and following up on action items.
  • Organize logistics for executive meetings, ensuring smooth execution of briefings, presentations, and required materials.
• Liaison and Stakeholder Management:
  • Serve as a liaison between the C-suite and global stakeholders to align on priorities, facilitate decisions, and drive initiatives.
  • Work closely with the Corporate Secretary to ensure documents are complete and distributed to the appropriate stakeholders.
  • Support the CEO on Board-related activities and documentation, liaising with internal and external stakeholders as necessary.
• Event and Travel Coordination:
  • Lead the planning and coordination of senior management retreats, overseas meetings, and business travel, ensuring itineraries are well-organized and logistics are efficiently managed.
  • Assist with the planning and execution of company-wide events as needed.
• Operational Oversight:
  • Manage the performance and duties of office support staff, including cleaners and receptionists, ensuring operational efficiency.
  • Coordinate leave schedules and oversee the distribution of work to maintain smooth day-to-day operations.

Key Requirements:

• Experience:
  • Minimum of 5 years of experience providing executive support at the C-suite level, including business planning and operational support.
  • Experience working in fast-paced, dynamic environments, particularly in start-ups or growth-stage organizations, is preferred.
• Skills & Abilities:
  • Strong communication and writing skills, with the ability to engage senior executives and foster collaborative relationships.
  • Proficiency with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and SharePoint.
  • Exceptional organizational and time management skills, with the ability to manage multiple priorities simultaneously.
  • Ability to demonstrate discretion, confidentiality, and professionalism in all matters.
• Personal Traits:
  • A pleasant, approachable demeanour with a proactive, adaptable, and resourceful mindset.
  • High attention to detail, coupled with the ability to work independently and as part of a team.
  • A commitment to maintaining the values and culture of the organization.