Executive Assistant

This is a 6-month maternity cover for an Executive Assistant, that will support executive leader(s) in staying organized by managing their schedules and keeping up with correspondence based on their needs.

• Secretarial support for Global Head, Travel & Transport and other top executives within T&T team, as and when assigned
• Business & Operational support
• Support and coordinate T&T events (main focus on APAC but global coordination might be required, as and when needed)
• All other events / activities involving the executives
• Procurement for APAC
• PR/PO management & D365 owner for APAC
• Manage Global Head, Travel & Transport’s calendar and set up meetings
• Act as the point of contact among executives, employees, clients and other external partners regarding matters of
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Liaise and coordinate with Office Manager and business support as and when required for events / Townhalls / office supply inventory etc
• Format information for internal and external communication – memos, emails, presentations, reports, including taking minutes during meetings
• Screen and direct phone calls and distribute correspondence

Travel Arrangements

• Provide Executive Support including travel administration requests as well as other materials/tasks related to business travels. This includes co-ordinating with the appointed corporate travel agency and hotels.
• Travel arrangement including flight booking, hotel reservation, visa application

• A good Executive Assistant needs to be resourceful, innovative, and proactive to support their executive leaders. They must think independently to make decisions under pressure, and they need to have good communication skills to share information with their supervisor efficiently and effectively.
• At least 5 years relevant experience in an administrative role reporting directly to upper management, preferably in an MNC environment
• Excellent written and verbal communication in English
• Experience and knowledge in Microsoft applications including Word, Excel and PowerPoint
• Independent worker with a positive working attitude and is a team player
• Good communication skills to cascade information effectively
• Attention to details and being responsive is crucial for the success of this role
• Ability to multi-task and be effective
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Experience in overseeing budgets and expenses
• Experience in developing internal processes and filing systems