Senior Executive - General Office

1. Executive Support to Group CFO

• Provide dedicated administrative support to the Group CFO, including managing schedules, meetings, travel arrangements, and high-level communications in collaboration with the CFO’s secretary.
• Prepare accurate and concise meeting minutes, capturing key decisions, action items, responsible parties, and timelines.
• Coordinate executive engagements by preparing agendas, presentation materials, briefing notes, and follow-up actions.

2. Travel Coordination

• Support C-suite executives in planning and coordinating business travel, including researching optimal flight options, arranging accommodations in line with company policies, and managing visa applications.
• Prepare detailed travel itineraries and ensure all travel documents are well-organised and readily accessible.
• Manage and consolidate business and travel expenses in compliance with company policies.

3. Calendar and Schedule Management

• Assist C-suite executives in managing complex calendars, including scheduling appointments, meetings, and travel plans.
• Organise and attend meetings as required, including preparing agendas, documenting key discussion points, and tracking action items.
• Follow up on assigned actions to ensure timely completion and alignment across stakeholders.
• Optimise executives’ schedules to maximise productivity while proactively resolving scheduling conflicts.

4. Administrative and Operational Support

• Ensure timely monthly submission of reimbursement claims for C-suite executives through the designated OA system.
• Act as a key liaison between C-suite executives and internal or external stakeholders, managing communications via email and other channels.
• Assist in the preparation and completion of confidential documents and documents requiring authorised signatories.
• Update monthly currency exchange rates for financial forecasting purposes within the finance department.
• Manage office communications, including email and in-person interactions, especially during executives’ absence.
• Develop and implement administrative policies and systems to ensure smooth and efficient department operations.
• Undertake ad-hoc assignments and projects as required.

Requirements:

• Bachelor’s degree or equivalent practical experience.
• Strong communication skills, with the ability to interact effectively with stakeholders at all levels, both internally and externally.
• Proficiency in administrative functions, including bookkeeping, data entry, email management, scheduling, and document control.
• Familiarity with office software and online collaboration tools, including virtual meeting platforms and video conferencing systems.
• Strong problem-solving skills, with the ability to manage unexpected situations such as last-minute travel changes or scheduling conflicts.
• High level of proficiency in Microsoft Office and digital tools to enhance productivity and efficiency.
• Excellent time management and organisational skills, with the ability to prioritise multiple tasks and ensure seamless coordination of meetings and travel arrangements.