Group Office Executive

What The Role Is

Be Transformational. Make your mark. Create an impact.

As a Group Office Executive, you will be assigned to a functional group and will be subsequently assigned to either a division or perform functional group central support role.

What You Will Be Working On

Executive Support to your assigned Principal at Deputy Commissioner/ Assistant Commissioner level

• Effectively ensuring accurate diary management by remaining alert to potential scheduling and workflow conflicts to ensure optimum efficiency of management time.
• Efficiently screening and redirecting contacts, facilitating necessary diary changes and managing expectations.
• Competently drafting documentation for the managers’ signature. This may require research and analysis of information as well as providing typing, editing, layout and/or web front-page services.
• Providing administrative and secretarial support to the management team, as directed by the manager if necessary.
  
  
  

Information Management

Efficiently Manage Correspondence, Information And Data By

• Prioritising e-mails and correspondence, identifying and pro-actively alerting the manager to important information in a timely way.
• Maintaining efficient and effective filing (electronic and paper) systems to ensure ease and timely retrieval of information.
• Researching, collating and preparing information from a variety of sources.
• Co-ordinating and distributing information to meet timelines with discretion and confidentiality.
• Assisting with the communication of information from the manager’s office to key stakeholders using effective judgement. This may include putting in place appropriate communication practices and processes which meet the needs of the manager and the audience.
• Confidently prioritising and sharing information with appropriate audiences in the manager’s absence, making certain that he/she is kept in the communication loop and alerted to any potential issues.
• Developing and maintaining effective and efficient administrative systems and procedures. This includes monitoring the administrative systems and procedures and taking appropriate actions to ensure their effectiveness.
  
  
  

Projects, Meetings Event Support

Co-ordinate, organise and support projects, meetings, events and if expenditure is required, within budget by:

• Providing agenda and papers that are accurately prepared and circulated to the Manager and all attendees prior to meetings.
• Recording action points/minutes at meetings, distributing these when necessary, organising equipment if required for the meeting or event and following up post meeting actions.
• Organising internal and external events in collaboration with appropriate business areas to coordinate catering, equipment, venues and accommodation to secure the most cost-effective options.
• Co-ordinating and organising domestic travel arrangements through the appropriate business unit to secure the most cost-effective fares.
• Co-ordinating and organising overseas travel arrangements through the preferred supplier to secure the most cost-effective fares.
• Efficiently collating, checking, coding and distributing all accounts associated with events and meetings for approval.
  
  
  

Division-based Support

• Handle areas of work relating to tax assessment, service delivery (e.g. uploading of email correspondences to IRIN system), stakeholders’ engagement education, or division administration tasks (e.g LAN administration, training co-ordinator) as assigned
  
  
  

Enhancements Continuous Improvement

• Leverage various digital tools to do work efficiently and effectively
• Generate feasible, efficient and innovative solutions to solve work problems, enhance productivity and capitalise on new opportunities
• Participate and contribute in key activities and milestones in the implementation of solutions to improve work processes or service delivery
• Communicate, negotiate and work effectively with diverse counterparts to complete assigned tasks
  
  
  

What We Are Looking For

No specific requirement