EXECUTIVE SECRETARY / PERSONAL ASSISTANT TO EXECUTIVE CHAIRMAN & PRESIDENT
JOB PURPOSE : To provide high-level executive, administrative and strategic coordination support to the Executive Chairman & President, ensuring efficient management of priorities, governance deliverables, stakeholder engagements and confidential matters.
ACCOUNTABILITIES:
1. Role Purpose
To provide high-level executive, administrative and strategic coordination support to the Executive Chairman & President, ensuring efficient management of priorities, governance deliverables, stakeholder engagements and confidential matters.
2. Key Responsibilities
A. Executive & Administrative Support
- Manage and maintain the Executive Chairman & President's calendar, ensuring optimal prioritization of meetings, travel and strategic engagements.
- Coordinate internal and external meetings, including preparation of agendas, briefing papers and follow-up actions.
- Act as the first point of contact, screening calls, correspondence and requests with discretion and sound judgement.
- Draft, review and manage correspondence, presentations and reports on behalf of the office.
B. Governance & Board Coordination
- Support preparation and collation of Board, Board Committee and senior management meeting papers where required.
- Track action items, resolutions and key deliverables to ensure timely closure.
- Maintain proper documentation and filing in line with corporate governance and audit requirements.
C. Stakeholder & Office Coordination
- Liaise with internal leadership, business divisions and external stakeholders including regulators, advisors and partners.
- Coordinate protocol matters, official visits and high-level engagements.
- Support communication flow between the Executive Chairman & President's Office and the Group.
D. Travel & Logistics
- Manage complex travel arrangements (itineraries, visas, accommodation, briefings).
- Ensure travel packs and background notes are prepared ahead of engagements.
E. Confidential & Special Assignments
- Handle highly sensitive information with strict confidentiality.
- Undertake research, special projects and ad-hoc assignments as directed.
- Monitor key deadlines, strategic initiatives and priority projects.
3. Key Accountabilities
- Seamless day-to-day functioning of the Executive Chairman & President's Office.
- Timely and accurate coordination of executive deliverables.
- Professional stakeholder engagement and protocol management.
- Effective safeguarding of confidential information.
- Coordinate tasks and projects with internal and external stakeholders the Executive Chairman deals with.
- In line with team spirit, work on the special task assigned by the Chairman.
- Flexibility and mobility are crucial. May be required to work and/or be on call after normal duty hours which may include evenings, weekends or holidays and attend periodic functions and related events.
- Any other duties and tasks assigned by his/her superior.
4. Qualifications & Experience
- Bachelor's Degree in Business Administration, Corporate Management, or related discipline (preferred).
- Typically 812 years experience supporting C-suite or senior executives.
- Experience in a public-listed company or highly regulated environment is an advantage.
5. Competencies/Skills
- Functional
- Executive office administration
- Business writing and presentation preparation
- Meeting governance and documentation
- Project and time management
- Behavioral
- High level of discretion and integrity
- Strong organizational and multitasking ability
- Stakeholder management and diplomacy
- Proactive, resourceful and detail-oriented
- Proficient in use of Microsoft Office and other related software.
- Strong initiative skills, working both independently and as part of a team.
- Excellent skills in teamwork, leadership and communication.
- Ability to work efficiently on simultaneous assignments under tight deadlines with minimum supervision.
6. Reporting Line
- Direct reporting: Executive Chairman & President
